Administrative offices are closed on Tuesday, January 1st, 2013. Offices will be open again on January 2nd at 8:00am.<br>
<br>
Have a Happy and SAFE New Years!
Monday, December 31, 2012
Friday, December 21, 2012
Staff Activity Report for December 9 - 15, 2012
ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director
* Kickapoo Street Widening Project
> ODOT at their December 3rd Transportation Commission meeting awarded the Kickapoo Paving Project to Haskell-Lemon Construction for a total project construction cost of $10,930,517.98 (including water line costs). The City of Shawnee City Commission at their December 3rd meeting approved a Supplemental Agreement presented by ODOT which reduced our cap on the roadway construction costs to $136,000 of actual City funding, but the City of Shawnee is still responsible for the non-participating costs of the project which are $142,953 for the stub road being planned, and the $1,871,762 for the water line improvements (which were needing to be done regardless of the road construction). Overall, the actual City funding totals $2,150,715 of construction costs towards a 10.9 million dollar project which is approximately the City paying only 19.68% of the total cost. The City is very appreciative to ODOT and their commitment to bringing this project to fruition. The City would not have been able to undertake such a large project with our current funding availability without ODOTs support. Anticipate construction starting by March-April 2013. Project is estimated to take 18-24 months construction time. Kickapoo will not be closed, and two-way traffic will be maintained at all times.
* Harrison Street Median Landscaping Project (Median just south of I-40 and north of Gordon Cooper Vo-Tech entrance)
> Rudy Construction was awarded the project in the amount of $98,624.00. Work is 100% completed, and as-built quantities being determined for final payment and acceptance. Upon completion of establishing final as-built quantities for payment and reconciling that with the Contractor, the project will be brought forward for acceptance by the City Commission and Maintenance Bond into effect.
* Bryan & Independence Intersection Traffic Signal Project
> Project construction started October 1, 2012 and subcontractor (Rudy Construction) is proceeding with the widening portion of the project. Project was awarded to Traffic & Lighting Systems in the amount of $198,562.60. Work is approximately 98% complete. Poles, mast arms and signal heads installed. One mast arm was bent during delivery to Shawnee, and Contractor had to order a new one which may not be delivered until after Christmas and scheduled to be installed the first week in January, thus, although most of the signals are installed and in-place, we will not be able to put the signals into operation until all poles and mast arms are set and properly installed.
* Rehab Concrete Streets Project (FY11-12)
> City Commission awarded the project to All Roads in the amount of $387,409.00. All Roads Paving has begun work on Independence east of Sequoyah with removal and replacement of badly broken and cracked concrete paving panels, and will continue work on Independence Street in that area for the next 5-7 weeks.
* Independence Street (west of Center Street)
> The work currently underway at this location is work being funded by the Oklahoma Corporation Commission to clean up the petroleum release that had occurred from the gas station located on the southwest corner of Independence & Center. Independence in that location is completely blocked off, although the intersection of Center & Independence will remain open, and there is detour signage setup for traffic to use Cammack Street or Federal Street to get back to Center then south towards Independence to use Independence eastward.
* Airport Trails Project
> City Commission awarded project to Bishop Paving in the amount of $633,409.90. A Pre-work meeting has been held and Bishop Paving is to start on the project the second week in January with removal of the existing track. By Contract they have 180 days to complete the reconstruction of approximately 3.75 miles of 10 foot trail being installed.
* Federal Street Bridge Repair Project
> Plans, bid documents, and specifications had been completed by City Staff, and the City Commission at their November 5, 2012 Commission meeting authorized staff to advertise the project for bid letting. Pre-bid meeting was held December 5th and an Addendum was issued to clarify some questions brought up at that meeting. The Bid Opening for the project is scheduled to occur at the December 17, 2012 City Commission meeting.
* Bell Street Streetscape Project (from Farrall to 7th Street)
> Design plans have been completed on the sidewalk from 7th to Farrall, and the City has received back approval for an enhanced lighted crosswalk across Farrall. ODOT had conducted a recent traffic and pedestrian study and came back with the conclusion that no warrants were met for signalization or crosswalk improvements; however, they have given the City to install inpaving yellow strobe lights actuated by pedestrians and a lighted flashing crosswalk signage when in use. Also we received back the OG&E cost proposal on installing decorative lighting along the sidewalk. The project will be taken forward to the December 17th City Commission meeting for authorization to advertise the sidewalk project and for approval of the OG&E proposal.
* Main Street Streetscape Project
> Field survey work has been completed and submitted to City for review. Preliminary design work has been started as time allows on this project. Project design will follow closely the design layout that was used on the Bell Street Streetscape Project.
* City Wide Streets Evaluation & Inspection
> Work expected to start shortly after the Thanksgiving Holidays and take approximately 4-5 months to complete. Street selections and recommendations for upcoming street paving projects anticipated to be presented to City Commission in April 2013.
* City Hall Parking Lot Improvements
> Preliminary design plans for a proposed parking lot have been completed at the site of where the old Al & James Grocery once stood. Prelim plans are under review for added comments from City Administration. Cost estimate of construction based on proposed quantities of work will be completed within the next few weeks.
Traffic Control Division
> Replaced street marker for Industrial Way & Kickapoo
> Replaced weight limit sign on Kickapoo
> Checked pedestrian heads for burn outs
> Set up and recovered drums, flagging, and barricades for Christmas parade
> Set up and recovered work zone for the Utility Department on Midland
> Installed bridge end markers for bridge on Hardesty Rd
> Set up work zone for the Utility Department on Airport Dr
> Assisted Parks Department with traffic on Broadway (Woodland Park)
> Cut out street marker for Main & Pottenger and 39th & Kickapoo
> Set out temporary stop sign at Westlake & Patterson
> Checked type I barricades that came in from the field and repaired type III barricades
Streets Division
> Removed and replaced concrete panels at 1304 Nottingham Circle (23x23), Janeway &
> Northridge Intersection (13x60), and 34 Janeway Place (11x38)
> Repaired water-cuts at 2129 Broadway (7x11) and 1307 N. Market (22x11)
> Asphalt truck ran 2 days
> Sweeper ran 4 days
> Roads Bladed: Wolverine, Westech, Acme, Ingram, Post Office Lane, Post Office Neck, Eckel Road, Walker (north), and lkrd (east of Patterson)
> Saw-cut concrete panels at 2 Castle Creek
> Hauled 7 loads of rock to yard
<HR>
UTILITY DEPARTMENT/Jim Bierd, Director
* Water Treatment Plant (Staff of 10)
> Average production: *MGD - 4.012 Last week: *MGD - 4.291
> Pumped 1,596,324,000 MG to date compared to 1,518,920,000 MG for same period last year
> Performed routine plant maintenance and water testing
*MGD: Million Gallons Daily
* Southside Wastewater Treatment Plant (Staff of 7)
> Flows averaged: *MGD - 1.011 **BOD - 11 mg/l ***TSS - 11.5 mg/l
> Performed routine maintenance and testing on the plant
*MGD: Million Gallons Daily **BOD: Biochemical Oxygen Demand ***TSS: Total Suspended Solids
* Northside Wastewater Treatment Plant (Staff of 7)
> Flows averaged: *MGD - .877 **BOD - 7.9 mg/l ***TSS - 4.0 mg/l
> 225,000 gallons of bio-solids have been hauled to date for the month of December
> Performed routine maintenance and testing on the plant
*MGD: Million Gallons Daily **BOD: Biochemical Oxygen Demand ***TSS: Total Suspended Solids
* Water Distribution (Staff of 11)
> Service Calls - 78, Water/Sewer Line Locates - 31, Leak Checks - 28, Cut-offs Replaced - 4, Main Breaks Repaired - 1, and Reset Water Meters - 2
> Repaired the following main break: 8" main at 1130 E. Independence
> Poured concrete on two tin horns at the Lake Channel
> Worked Shop Tickets
* Valve Maintenance (staff of 4)
> Located/performed serviceability check on valves at the following locations: Kennedy & Kickapoo Spur, Camelot & Crown Point, 300 Crown Point, Manchester & Crown Point, Nottingham & Crown Point, Cambridge & Crown Point, Castle Creek & Crown Point, 1313 Castle Creek, Crown Point & Windsor, Brentwood & Crown Point, 704 E. Independence, Independence & Center, and Independence & Tucker
> Dug up, raised, and realigned valve boxes at the following location: Kickapoo & Industrial Way
* Wastewater Collection (Staff of 7)
> Sewer lines flushed - 19,400 ft. Flushed (year to date) - 965,085 ft.
> Total Service Calls - 39, Sewer Lines Checked - 24, Lift Stations Checked - 19, and Emergency Sewer Calls - 11
> Worked on the preventative maintenance flusher list and maintenance on Lift Stations
* Capital Projects
> Water Line Replacement Project Midland Street
This week Jordan Contractors has lain all but a couple hundred feet of the 12" water line. The overall project is about 30% complete.
> Utility System Master
Contract awarded to SRB (Smith Roberts Baldischwiler, LLC) for an amount to not exceed $549,460. A Notice to Proceed was issued on June 25, 2012. Data loggers have been installed and flow meters have been received, and will be utilized for gathering data once installed. We are waiting on software vendor to calibrate flow meters. The Water Hydraulic Model will be completed by the end of this month. SRB has started work on the Wastewater Hydraulic Model.
> Sanitary Sewer Rehab Project (Pipe Bursting) (no change on project this week)
Budgeted project amount is $1,000,000.00. This project will begin in the Spring of 2013.
<HR>
PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director
* Planning
> The City of Shawnee held nuisance abatement hearings and ordered two structures removed.
> In 2012, 36 structures were condemned.
> Staff attended the final presentation of the OU Institute for Quality Communities Downtown
Shawnee Plan.
> Inspections staff remains very busy with increased permitting requirement.
> Staff review of over eight new single family home permits was undertaken.
* Current Projects (no changes on any of the projects this week)
> Façade Grant Program
The City announced the award of three grants to downtown business owners that will use the match funding to improve the front facades of their buildings. The historically-accurate restoration projects include the removal of non-historic facades and the restoration of historically-accurate and original window features. Work on the Dexter Building at the northeast corner of Bell and Main has already begun. Round 2 Façade Grants are now available and are due in February 2013.
> Downtown Streetscape Project
Staff is awaiting a funding decision from ODOT on a Transportation Enhancement Grant that was submitted almost two years ago. A survey was recently done of the area and engineering and design work is ongoing so that the project can be bid immediately upon notice of funding decision. Phase 2 of the Streetscape Plan will improve a four-block area of Main Street with new sidewalks, landscaping, street lights, signal lights, pedestrian improvements and utility work. If the City is not successful obtaining a grant, a reduced Phase 2 project will still be implemented.
> Land Development Code
Staff continues work on revising the City's development regulations. The Planning Commission will hold a workshop session on December 5, 2012.
> Wayfinding Study Implementation
Staff is preparing to bid the wayfinding (signage) project in early 2013. At present, review of the previous implementation plan and the preparation of documents for bid are underway.
<HR>
PARKS/CEMETERY/EQUIPMENT SERVICES/James Bryce, Director of Operations
* Parks Maintenance Division (Staff of 10)
> Moving furniture and replacing ceiling tiles in City Hall
> Removing dead trees
> Daily cleanup route on Main Street and in city parks
> Working on Park inspections
> Performing various repairs and graffiti removal in several city parks and buildings
> Winterizing city parks, restrooms, and sprinkler systems
* Cemetery Division (staff of 4)
> Four (4) burials last week
> Leveling markers
* Central Garage (Staff of 6)
> 30 units in last week with 30 total repairs
> Exploring the possible use of CNG/Propane vehicles for city fleet
* Current Projects (no changes on any of the projects this week)
> New Library furniture to be delivered around January 28, 2012
> Municipal Swimming Pool architect selected; working on contract
> AC repair at City Hall and new AC at Auditorium (Estimate received)
<HR>
AIRPORT/Rex Hennen, Assistant Airport Manager
* Airport Advisory Board
> Regular monthly meeting scheduled for December 16, 2012 was cancelled
* Runway Rehabilitation Project
> Project won the National Asphalt Pavement Association's "2012 Quality in Construction
(QIC) Award"!
* OK Aeronautics Commission 3 Year Airport Pavement Inspection (no change on project)
> Inspection performed November 19, 2012 - Results will be forthcoming
* Foreign Trade Zone Application (no change on project)
> Matthew Weaver reports that the application is under final agency review
* "Oklahoma Certified Site Program - Aerospace Park" (no change on project)
> Application is being completed by SEDF and airport staff
<HR>
CITY CLERK'S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
* City Clerk
> Prepared 12/17/12 City Commission and Authorities minutes
> Researched issue of February election with County Election Board
> Normal routine duties including tort claims, insurance on vehicles and property
* Utility Billing/Customer Service
> Routine customer service/billing transactions and issues
<HR>
INFORMATION SYSTEMS/Steve Nolen, Chief Information Officer
> +26 New Incidents - 13 completed incidents = net 13 additional / 259 outstanding
> Vast portion of week was spent on new carpet project at City Hall
> Move all critical operation systems to new locations
> Clean out / move out all existing IT operations
> Move all Finance, City Management, and Attorney systems out
> Review / resolve Animal Shelter connectivity outage
<HR>
HUMAN RESOURCES/Tammy Johnson, Director
No Report this week/On Vacation
<HR>
FINANCE DEPARTMENT/Cynthia Sementelli, Finance
No Report this week/On Vacation
<HR>
EXPOSITION CENTER/Mike Jackson, Operations Manager
> December 12-13, OG&E Training/Conference Center
> December 13, Pottawatomie County JR Livestock Nominations/Fred Humphrey Pavilion
> December 14, Newton Wall Holiday Party/Conference Center
> OG&E, Holiday Party and Unit Liner Holiday Party/Conference Center
> December 15, Bicycle Giveaway, Faith Christian Church/Otto Krausse Building
* Comfort Station Project (no change on project)
> Patterson & Associates Construction award bid for roof replacement, siding, and gutter on four
(4) comfort stations in the amount of $47,019.00
<HR>
FIRE DEPARTMENT/David Short, Chief
* Suppression
> Responded to 112 emergency calls: Breakdown of calls: Fires - 2, Good Intent Calls - 21,
Rescue/EMS - 75, Service Calls - 5, False Alarms - 5, and Hazardous Conditions - 4
* Prevention
Plan Reviews, Permits, and On-site Inspections
> Shawnee Memory Care, 1723 Airport Road (alarm system)
Requested/Administrative Inspections
> Gateway to Prevention, 1010 E. 45th Street
* Training
> Probationary Fire Fighter three (3) month skills assigned
> Continuation Training seven (7) Probationary Fire Fighters
<HR>
EMERGENCY MANAGEMENT/Don Lynch, Director
* Communications Technician
> Conducted weekly EOC radio tests on Wednesday morning
> Worked on preparing radios for installation in EOC Radio Room
* Emergency Management Technician (Position is currently vacant)
> EM Technician candidate interviews were conducted in the EOC on Thursday afternoon. A
candidate was selected and a job offer given.
* Emergency Management Director
> Gave speech to Noon Lions Club on Thursday concerning emergency management
* Current Projects (no changes on any of the projects this week)
> Radio System
One license remains to modify with Federal Communications Commission for Narrowbanding.
> Telephone System Replacement
Proposals narrowed to 4 potential systems; scheduling interviews with vendors
> Public Tornado Shelters
Continuing work on draft memorandum of agreement language; Coordinated with Assistant
Airport Manager on potential use of the vault in the old Reserve Center Building; the vault has
only cinderblock walls which do not meet FEMA safe room criteria. We are going to add
retrofitting this structure to our project let in our hazard mitigation plan.
> Hazard Mitigation Plan
FEMA has revised the criteria and format for approving plans; we are working with our vendor
and the State Emergency Management Office to develop a new format for the plans. We still
have 2 years remaining on our planning grant.
<HR>
POLICE DEPARTMENT/Russ Frantz, Chief
* Police
> Reports: 135 / Total Citations: 53 / Handwritten Citations: 29 / E-Citations: 24 (45.28%)
> Arrests: 29
> DUI accident / Pursuit - suspect in custody for driving under the influence of drugs, hit and run
accident and attempting to elude officers
> 13 Shoplifter incidents
> 5 Emergency Orders of Detention (EOD) - mental/overdose incidents
* Dispatch
> Managed 1491 calls for service (Police/Fire/EMS)
* COPs Grant Program
> Worked School zones, Drug tips, Mall patrol, assisted evening, midnights, and day shift patrol
> Assisted with the following community events: Motorcycle Toy Run, Shop with a Cop
Program, and the Bikes for Kids Program
> Follow up investigations, meeting with OSBI and the Pottawatomie County Sheriff's office
* CID
> 20 Cases Forwarded to CID for Review
> 5 Felony Cases Assigned
> 7 Felony Cases Cleared / 1 Other Case Cleared
> 2 Felony Cases Filed through DA's Office
> $427.56 Total Property Recovered
* Evidence
> Number of evidence items brought in: 17
> Number of found property items taken in: 8 Number of found items returned to owner: 9
> Number of items submitted to the OSBI: 5
> Number of items released from OSBI back to the Police Department: 5
* Animal Control
>Calls Responded: 68 >Impounded animals: 21 >Animals reclaimed: 4 >Animals adopted: 1
* Staff
> Police Officers-59 / 2 open positions / 1 in academy / 1 on light duty / 55 available for service
> Dispatch positions-13 / 7 available for service / 3 in training / 3 open position
> Animal Control Positions-4 / 4 available for service
* Kickapoo Street Widening Project
> ODOT at their December 3rd Transportation Commission meeting awarded the Kickapoo Paving Project to Haskell-Lemon Construction for a total project construction cost of $10,930,517.98 (including water line costs). The City of Shawnee City Commission at their December 3rd meeting approved a Supplemental Agreement presented by ODOT which reduced our cap on the roadway construction costs to $136,000 of actual City funding, but the City of Shawnee is still responsible for the non-participating costs of the project which are $142,953 for the stub road being planned, and the $1,871,762 for the water line improvements (which were needing to be done regardless of the road construction). Overall, the actual City funding totals $2,150,715 of construction costs towards a 10.9 million dollar project which is approximately the City paying only 19.68% of the total cost. The City is very appreciative to ODOT and their commitment to bringing this project to fruition. The City would not have been able to undertake such a large project with our current funding availability without ODOTs support. Anticipate construction starting by March-April 2013. Project is estimated to take 18-24 months construction time. Kickapoo will not be closed, and two-way traffic will be maintained at all times.
* Harrison Street Median Landscaping Project (Median just south of I-40 and north of Gordon Cooper Vo-Tech entrance)
> Rudy Construction was awarded the project in the amount of $98,624.00. Work is 100% completed, and as-built quantities being determined for final payment and acceptance. Upon completion of establishing final as-built quantities for payment and reconciling that with the Contractor, the project will be brought forward for acceptance by the City Commission and Maintenance Bond into effect.
* Bryan & Independence Intersection Traffic Signal Project
> Project construction started October 1, 2012 and subcontractor (Rudy Construction) is proceeding with the widening portion of the project. Project was awarded to Traffic & Lighting Systems in the amount of $198,562.60. Work is approximately 98% complete. Poles, mast arms and signal heads installed. One mast arm was bent during delivery to Shawnee, and Contractor had to order a new one which may not be delivered until after Christmas and scheduled to be installed the first week in January, thus, although most of the signals are installed and in-place, we will not be able to put the signals into operation until all poles and mast arms are set and properly installed.
* Rehab Concrete Streets Project (FY11-12)
> City Commission awarded the project to All Roads in the amount of $387,409.00. All Roads Paving has begun work on Independence east of Sequoyah with removal and replacement of badly broken and cracked concrete paving panels, and will continue work on Independence Street in that area for the next 5-7 weeks.
* Independence Street (west of Center Street)
> The work currently underway at this location is work being funded by the Oklahoma Corporation Commission to clean up the petroleum release that had occurred from the gas station located on the southwest corner of Independence & Center. Independence in that location is completely blocked off, although the intersection of Center & Independence will remain open, and there is detour signage setup for traffic to use Cammack Street or Federal Street to get back to Center then south towards Independence to use Independence eastward.
* Airport Trails Project
> City Commission awarded project to Bishop Paving in the amount of $633,409.90. A Pre-work meeting has been held and Bishop Paving is to start on the project the second week in January with removal of the existing track. By Contract they have 180 days to complete the reconstruction of approximately 3.75 miles of 10 foot trail being installed.
* Federal Street Bridge Repair Project
> Plans, bid documents, and specifications had been completed by City Staff, and the City Commission at their November 5, 2012 Commission meeting authorized staff to advertise the project for bid letting. Pre-bid meeting was held December 5th and an Addendum was issued to clarify some questions brought up at that meeting. The Bid Opening for the project is scheduled to occur at the December 17, 2012 City Commission meeting.
* Bell Street Streetscape Project (from Farrall to 7th Street)
> Design plans have been completed on the sidewalk from 7th to Farrall, and the City has received back approval for an enhanced lighted crosswalk across Farrall. ODOT had conducted a recent traffic and pedestrian study and came back with the conclusion that no warrants were met for signalization or crosswalk improvements; however, they have given the City to install inpaving yellow strobe lights actuated by pedestrians and a lighted flashing crosswalk signage when in use. Also we received back the OG&E cost proposal on installing decorative lighting along the sidewalk. The project will be taken forward to the December 17th City Commission meeting for authorization to advertise the sidewalk project and for approval of the OG&E proposal.
* Main Street Streetscape Project
> Field survey work has been completed and submitted to City for review. Preliminary design work has been started as time allows on this project. Project design will follow closely the design layout that was used on the Bell Street Streetscape Project.
* City Wide Streets Evaluation & Inspection
> Work expected to start shortly after the Thanksgiving Holidays and take approximately 4-5 months to complete. Street selections and recommendations for upcoming street paving projects anticipated to be presented to City Commission in April 2013.
* City Hall Parking Lot Improvements
> Preliminary design plans for a proposed parking lot have been completed at the site of where the old Al & James Grocery once stood. Prelim plans are under review for added comments from City Administration. Cost estimate of construction based on proposed quantities of work will be completed within the next few weeks.
Traffic Control Division
> Replaced street marker for Industrial Way & Kickapoo
> Replaced weight limit sign on Kickapoo
> Checked pedestrian heads for burn outs
> Set up and recovered drums, flagging, and barricades for Christmas parade
> Set up and recovered work zone for the Utility Department on Midland
> Installed bridge end markers for bridge on Hardesty Rd
> Set up work zone for the Utility Department on Airport Dr
> Assisted Parks Department with traffic on Broadway (Woodland Park)
> Cut out street marker for Main & Pottenger and 39th & Kickapoo
> Set out temporary stop sign at Westlake & Patterson
> Checked type I barricades that came in from the field and repaired type III barricades
Streets Division
> Removed and replaced concrete panels at 1304 Nottingham Circle (23x23), Janeway &
> Northridge Intersection (13x60), and 34 Janeway Place (11x38)
> Repaired water-cuts at 2129 Broadway (7x11) and 1307 N. Market (22x11)
> Asphalt truck ran 2 days
> Sweeper ran 4 days
> Roads Bladed: Wolverine, Westech, Acme, Ingram, Post Office Lane, Post Office Neck, Eckel Road, Walker (north), and lkrd (east of Patterson)
> Saw-cut concrete panels at 2 Castle Creek
> Hauled 7 loads of rock to yard
<HR>
UTILITY DEPARTMENT/Jim Bierd, Director
* Water Treatment Plant (Staff of 10)
> Average production: *MGD - 4.012 Last week: *MGD - 4.291
> Pumped 1,596,324,000 MG to date compared to 1,518,920,000 MG for same period last year
> Performed routine plant maintenance and water testing
*MGD: Million Gallons Daily
* Southside Wastewater Treatment Plant (Staff of 7)
> Flows averaged: *MGD - 1.011 **BOD - 11 mg/l ***TSS - 11.5 mg/l
> Performed routine maintenance and testing on the plant
*MGD: Million Gallons Daily **BOD: Biochemical Oxygen Demand ***TSS: Total Suspended Solids
* Northside Wastewater Treatment Plant (Staff of 7)
> Flows averaged: *MGD - .877 **BOD - 7.9 mg/l ***TSS - 4.0 mg/l
> 225,000 gallons of bio-solids have been hauled to date for the month of December
> Performed routine maintenance and testing on the plant
*MGD: Million Gallons Daily **BOD: Biochemical Oxygen Demand ***TSS: Total Suspended Solids
* Water Distribution (Staff of 11)
> Service Calls - 78, Water/Sewer Line Locates - 31, Leak Checks - 28, Cut-offs Replaced - 4, Main Breaks Repaired - 1, and Reset Water Meters - 2
> Repaired the following main break: 8" main at 1130 E. Independence
> Poured concrete on two tin horns at the Lake Channel
> Worked Shop Tickets
* Valve Maintenance (staff of 4)
> Located/performed serviceability check on valves at the following locations: Kennedy & Kickapoo Spur, Camelot & Crown Point, 300 Crown Point, Manchester & Crown Point, Nottingham & Crown Point, Cambridge & Crown Point, Castle Creek & Crown Point, 1313 Castle Creek, Crown Point & Windsor, Brentwood & Crown Point, 704 E. Independence, Independence & Center, and Independence & Tucker
> Dug up, raised, and realigned valve boxes at the following location: Kickapoo & Industrial Way
* Wastewater Collection (Staff of 7)
> Sewer lines flushed - 19,400 ft. Flushed (year to date) - 965,085 ft.
> Total Service Calls - 39, Sewer Lines Checked - 24, Lift Stations Checked - 19, and Emergency Sewer Calls - 11
> Worked on the preventative maintenance flusher list and maintenance on Lift Stations
* Capital Projects
> Water Line Replacement Project Midland Street
This week Jordan Contractors has lain all but a couple hundred feet of the 12" water line. The overall project is about 30% complete.
> Utility System Master
Contract awarded to SRB (Smith Roberts Baldischwiler, LLC) for an amount to not exceed $549,460. A Notice to Proceed was issued on June 25, 2012. Data loggers have been installed and flow meters have been received, and will be utilized for gathering data once installed. We are waiting on software vendor to calibrate flow meters. The Water Hydraulic Model will be completed by the end of this month. SRB has started work on the Wastewater Hydraulic Model.
> Sanitary Sewer Rehab Project (Pipe Bursting) (no change on project this week)
Budgeted project amount is $1,000,000.00. This project will begin in the Spring of 2013.
<HR>
PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director
* Planning
> The City of Shawnee held nuisance abatement hearings and ordered two structures removed.
> In 2012, 36 structures were condemned.
> Staff attended the final presentation of the OU Institute for Quality Communities Downtown
Shawnee Plan.
> Inspections staff remains very busy with increased permitting requirement.
> Staff review of over eight new single family home permits was undertaken.
* Current Projects (no changes on any of the projects this week)
> Façade Grant Program
The City announced the award of three grants to downtown business owners that will use the match funding to improve the front facades of their buildings. The historically-accurate restoration projects include the removal of non-historic facades and the restoration of historically-accurate and original window features. Work on the Dexter Building at the northeast corner of Bell and Main has already begun. Round 2 Façade Grants are now available and are due in February 2013.
> Downtown Streetscape Project
Staff is awaiting a funding decision from ODOT on a Transportation Enhancement Grant that was submitted almost two years ago. A survey was recently done of the area and engineering and design work is ongoing so that the project can be bid immediately upon notice of funding decision. Phase 2 of the Streetscape Plan will improve a four-block area of Main Street with new sidewalks, landscaping, street lights, signal lights, pedestrian improvements and utility work. If the City is not successful obtaining a grant, a reduced Phase 2 project will still be implemented.
> Land Development Code
Staff continues work on revising the City's development regulations. The Planning Commission will hold a workshop session on December 5, 2012.
> Wayfinding Study Implementation
Staff is preparing to bid the wayfinding (signage) project in early 2013. At present, review of the previous implementation plan and the preparation of documents for bid are underway.
<HR>
PARKS/CEMETERY/EQUIPMENT SERVICES/James Bryce, Director of Operations
* Parks Maintenance Division (Staff of 10)
> Moving furniture and replacing ceiling tiles in City Hall
> Removing dead trees
> Daily cleanup route on Main Street and in city parks
> Working on Park inspections
> Performing various repairs and graffiti removal in several city parks and buildings
> Winterizing city parks, restrooms, and sprinkler systems
* Cemetery Division (staff of 4)
> Four (4) burials last week
> Leveling markers
* Central Garage (Staff of 6)
> 30 units in last week with 30 total repairs
> Exploring the possible use of CNG/Propane vehicles for city fleet
* Current Projects (no changes on any of the projects this week)
> New Library furniture to be delivered around January 28, 2012
> Municipal Swimming Pool architect selected; working on contract
> AC repair at City Hall and new AC at Auditorium (Estimate received)
<HR>
AIRPORT/Rex Hennen, Assistant Airport Manager
* Airport Advisory Board
> Regular monthly meeting scheduled for December 16, 2012 was cancelled
* Runway Rehabilitation Project
> Project won the National Asphalt Pavement Association's "2012 Quality in Construction
(QIC) Award"!
* OK Aeronautics Commission 3 Year Airport Pavement Inspection (no change on project)
> Inspection performed November 19, 2012 - Results will be forthcoming
* Foreign Trade Zone Application (no change on project)
> Matthew Weaver reports that the application is under final agency review
* "Oklahoma Certified Site Program - Aerospace Park" (no change on project)
> Application is being completed by SEDF and airport staff
<HR>
CITY CLERK'S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
* City Clerk
> Prepared 12/17/12 City Commission and Authorities minutes
> Researched issue of February election with County Election Board
> Normal routine duties including tort claims, insurance on vehicles and property
* Utility Billing/Customer Service
> Routine customer service/billing transactions and issues
<HR>
INFORMATION SYSTEMS/Steve Nolen, Chief Information Officer
> +26 New Incidents - 13 completed incidents = net 13 additional / 259 outstanding
> Vast portion of week was spent on new carpet project at City Hall
> Move all critical operation systems to new locations
> Clean out / move out all existing IT operations
> Move all Finance, City Management, and Attorney systems out
> Review / resolve Animal Shelter connectivity outage
<HR>
HUMAN RESOURCES/Tammy Johnson, Director
No Report this week/On Vacation
<HR>
FINANCE DEPARTMENT/Cynthia Sementelli, Finance
No Report this week/On Vacation
<HR>
EXPOSITION CENTER/Mike Jackson, Operations Manager
> December 12-13, OG&E Training/Conference Center
> December 13, Pottawatomie County JR Livestock Nominations/Fred Humphrey Pavilion
> December 14, Newton Wall Holiday Party/Conference Center
> OG&E, Holiday Party and Unit Liner Holiday Party/Conference Center
> December 15, Bicycle Giveaway, Faith Christian Church/Otto Krausse Building
* Comfort Station Project (no change on project)
> Patterson & Associates Construction award bid for roof replacement, siding, and gutter on four
(4) comfort stations in the amount of $47,019.00
<HR>
FIRE DEPARTMENT/David Short, Chief
* Suppression
> Responded to 112 emergency calls: Breakdown of calls: Fires - 2, Good Intent Calls - 21,
Rescue/EMS - 75, Service Calls - 5, False Alarms - 5, and Hazardous Conditions - 4
* Prevention
Plan Reviews, Permits, and On-site Inspections
> Shawnee Memory Care, 1723 Airport Road (alarm system)
Requested/Administrative Inspections
> Gateway to Prevention, 1010 E. 45th Street
* Training
> Probationary Fire Fighter three (3) month skills assigned
> Continuation Training seven (7) Probationary Fire Fighters
<HR>
EMERGENCY MANAGEMENT/Don Lynch, Director
* Communications Technician
> Conducted weekly EOC radio tests on Wednesday morning
> Worked on preparing radios for installation in EOC Radio Room
* Emergency Management Technician (Position is currently vacant)
> EM Technician candidate interviews were conducted in the EOC on Thursday afternoon. A
candidate was selected and a job offer given.
* Emergency Management Director
> Gave speech to Noon Lions Club on Thursday concerning emergency management
* Current Projects (no changes on any of the projects this week)
> Radio System
One license remains to modify with Federal Communications Commission for Narrowbanding.
> Telephone System Replacement
Proposals narrowed to 4 potential systems; scheduling interviews with vendors
> Public Tornado Shelters
Continuing work on draft memorandum of agreement language; Coordinated with Assistant
Airport Manager on potential use of the vault in the old Reserve Center Building; the vault has
only cinderblock walls which do not meet FEMA safe room criteria. We are going to add
retrofitting this structure to our project let in our hazard mitigation plan.
> Hazard Mitigation Plan
FEMA has revised the criteria and format for approving plans; we are working with our vendor
and the State Emergency Management Office to develop a new format for the plans. We still
have 2 years remaining on our planning grant.
<HR>
POLICE DEPARTMENT/Russ Frantz, Chief
* Police
> Reports: 135 / Total Citations: 53 / Handwritten Citations: 29 / E-Citations: 24 (45.28%)
> Arrests: 29
> DUI accident / Pursuit - suspect in custody for driving under the influence of drugs, hit and run
accident and attempting to elude officers
> 13 Shoplifter incidents
> 5 Emergency Orders of Detention (EOD) - mental/overdose incidents
* Dispatch
> Managed 1491 calls for service (Police/Fire/EMS)
* COPs Grant Program
> Worked School zones, Drug tips, Mall patrol, assisted evening, midnights, and day shift patrol
> Assisted with the following community events: Motorcycle Toy Run, Shop with a Cop
Program, and the Bikes for Kids Program
> Follow up investigations, meeting with OSBI and the Pottawatomie County Sheriff's office
* CID
> 20 Cases Forwarded to CID for Review
> 5 Felony Cases Assigned
> 7 Felony Cases Cleared / 1 Other Case Cleared
> 2 Felony Cases Filed through DA's Office
> $427.56 Total Property Recovered
* Evidence
> Number of evidence items brought in: 17
> Number of found property items taken in: 8 Number of found items returned to owner: 9
> Number of items submitted to the OSBI: 5
> Number of items released from OSBI back to the Police Department: 5
* Animal Control
>Calls Responded: 68 >Impounded animals: 21 >Animals reclaimed: 4 >Animals adopted: 1
* Staff
> Police Officers-59 / 2 open positions / 1 in academy / 1 on light duty / 55 available for service
> Dispatch positions-13 / 7 available for service / 3 in training / 3 open position
> Animal Control Positions-4 / 4 available for service
Wednesday, December 19, 2012
Staff Activity Report for December 2 - 8, 2012
ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director
No Report Submitted this week
<HR>
UTILITY DEPARTMENT/Jim Bierd, Director
* Water Treatment Plant (Staff of 10)
> Average production: *MGD - 4.291 Last week: *MGD - 4.045
> Pumped 1,567,589,000 MG to date compared to 1,496,403,000 MG for same period last year
> Performed routine plant maintenance and water testing
*MGD: Million Gallons Daily
* Southside Wastewater Treatment Plant (Staff of 7)
> Flows averaged: *MGD - 1.045 **BOD - 12 mg/l ***TSS - 5 mg/l
> Performed routine maintenance and testing on the plant
*MGD: Million Gallons Daily **BOD: Biochemical Oxygen Demand ***TSS: Total Suspended Solids
* Northside Wastewater Treatment Plant (Staff of 7)
> Flows averaged: *MGD - 1.125 **BOD - 4.7 mg/l ***TSS - 22.1 mg/l
> 121,000 gallons of bio-solids have been hauled to date for the month of December
> Performed routine maintenance and testing on the plant
*MGD: Million Gallons Daily **BOD: Biochemical Oxygen Demand ***TSS: Total Suspended Solids
* Water Distribution (Staff of 11)
> Service Calls - 78, Water/Sewer Line Locates - 44, Leak Checks - 13, Cut-offs Replaced - 1, Main Breaks Repaired - 1, and Reset Water Meters - 5
> Repaired the following main breaks: 8" mains at Ione & Midland and at 910 N. Shawnee
> Repaired a service line at 238 S. Oak
> Dug up main and re-tapped a new service at 5 Mullins Drive
> Worked Shop Tickets
* Valve Maintenance (staff of 4)
> Located/performed serviceability check on valves at the following locations: Alice & Fay,
Shawnee & Parker, Shawnee & Alice, Tucker & Jefferson, Shawnee & Fay, Bradley & Henson, and 5 Country Club
> Dug up, raised, and realigned valve boxes at the following locations: 5 Country Club, and 30 Northridge,
> Installed inserta valves at the following locations: Arapaho & Independence, Legacy Park, and Georgia & Beard
* Wastewater Collection (Staff of 7)
> Sewer lines flushed - 22,200 ft. Flushed (year to date) - 945,685 ft.
> Total Service Calls - 47, Sewer Lines Checked - 27, Lift Stations Checked - 16, and Emergency Sewer Calls - 12
> Worked on the preventative maintenance flusher list and maintenance on Lift Stations
* Capital Projects
> Water Line Replacement Project Midland Street
All locating and survey staking along Midland has been completed. Boring has been completed on all streets intersecting with Midland. Jordan Contractors has lain over 2,000 ft. of pipe.
> Utility System Master Plan (no change on project this week)
On June 18, 2012 the Commission authorized the Shawnee Municipal Authority to enter into a contract with SRB (Smith Roberts Baldischwiler, LLC) for an amount to not exceed $549,460. A Notice to Proceed was issued on June 25, 2012. Data loggers have been installed and flow meters have been received, and will be utilized for gathering data once installed. We are waiting on software vendor to calibrate flow meters. SRB has collected dater for computer model.
> Sanitary Sewer Rehab Project (Pipe Bursting) (no change on project this week)
Budgeted project amount is $1,000,000.00. This project will begin in the Spring of 2013.
<HR>
PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director
* Planning
> Staff held nuisance abatement hearings on December 6 and three additional structures were ordered removed. In 2012, 34 structures have been condemned and 27 of those have been removed to date.
> Staff presented reports at the December 5 Planning Commission meeting.
Planning (continued)
> As of November 2012, the Building Division has issued the following permits:
▪ 41 single-family home permits with an estimated total value of $6.5 million
▪ $6.9 million in new commercial buildings
▪ $12.7 million in new multi-family buildings
* Current Projects
> Façade Grant Program
The City announced the award of three grants to downtown business owners that will use the match funding to improve the front facades of their buildings. The historically-accurate restoration projects include the removal of non-historic facades and the restoration of historically-accurate and original window features. Work on the Dexter Building at the northeast corner of Bell and Main has already begun. Round 2 Façade Grants are now available and are due in February 2013.
> Downtown Streetscape Project (no change on project this week)
Staff is awaiting a funding decision from ODOT on a Transportation Enhancement Grant that was submitted almost two years ago. A survey was recently done of the area and engineering and design work is ongoing so that the project can be bid immediately upon notice of funding decision. Phase 2 of the Streetscape Plan will improve a four-block area of Main Street with new sidewalks, landscaping, street lights, signal lights, pedestrian improvements and utility work. If the City is not successful obtaining a grant, a reduced Phase 2 project will still be implemented.
> Land Development Code (no change on project this week)
Staff continues work on revising the City's development regulations. The Planning Commission will hold a workshop session on December 5, 2012.
> Wayfinding Study Implementation (no change on project this week)
Staff is preparing to bid the wayfinding (signage) project in early 2013. At present, review of the previous implementation plan and the preparation of documents for bid are underway.
<HR>
PARKS/CEMETERY/EQUIPMENT SERVICES/James Bryce, Director of Operations
* Parks Maintenance Division (Staff of 10)
> Set up for Christmas Parade
> Set up for Pearl Harbor Day ceremony at the Veterans Memorial
> Picked up trash on Main Street that was left after the Christmas Parade
> Removing dead trees
> Daily cleanup route on Main Street and in city parks
> Working on Park inspections
> Performing various repairs and graffiti removal in several city parks and buildings
> Winterizing city parks, restrooms, and sprinkler systems
* Cemetery Division (staff of 4)
> Four (4) burials last week
> Leveling markers
* Central Garage (Staff of 6)
> 30 units in last week with 47 total repairs
> Exploring the possible use of CNG/Propane vehicles for city fleet
* Current Projects
> New Fishing Wharf final inspection was on December 3, 2012
> New Library furniture to be delivered around January 28, 2012
> Municipal Swimming Pool architect selected; working on contract (no change this week)
> AC repair at City Hall and new AC at Auditorium (Estimate received) (no change this week)
<HR>
AIRPORT/Rex Hennen, Assistant Airport Manager (no changes this week on Airport Report)
* Airport Advisory Board
> Regular monthly meeting is scheduled for December 12, 2012
> Marketing project prepared by OBU students will be presented and discussed
* OK Aeronautics Commission 3 Year Airport Pavement Inspection
> Inspection performed November 19, 2012 - Results will be forthcoming
* Foreign Trade Zone Application
> Matthew Weaver reports that the application is under final agency review
* "Oklahoma Certified Site Program - Aerospace Park"
> Application is being completed by SEDF and airport staff
<HR>
CITY CLERK'S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
* City Clerk
> Prepared 12/3/12 City Commission and Authorities minutes
> Preparation for 12/10/12 special call meeting documents and preparation of presentation
> Normal routine duties including tort claims, insurance on vehicles and property
* Utility Billing/Customer Service
> Zone 3 Billing
> Routine customer service/billing transactions and issues
<HR>
INFORMATION SYSTEMS/Steve Nolen, Chief Information Officer
> +31 New Incidents - 23 Completed Incidents = Net 8 New Incidents / 246 Total
> Work with Netmotion for various policy entries / adjustments required -required policy module
> All staff preparing for 12/14 carpet installation
> Assist Inspector with VPN use
Information Systems (continued)
> Review CAD workstation reported issues
> Reviewed / resolved ISA / VPN performance issues
> Install ALPR system computer mount / review deployment plan
> Debug / test / validate function of ALPR system deployment
<HR>
HUMAN RESOURCES/Tammy Johnson, Director
> Processing evaluations/PAA's for status changes of employees
> Processing insurance status changes/retirements/resignations
> Updating/maintaining employee records for insurance
> Processing monthly reports for workman's com
> Review and attend WC case proceedings
> Processing new employee insurance/retirement/new hire paperwork
> Conducting interviews for open positions
> Observe crews in the field for safe work procedures
<HR>
FINANCE DEPARTMENT/Cynthia Sementelli, Finance
> Met with City Manager concerning the MDA letter for audit
> Prepare statistical sections for CAFR
> Entered budget amendments
> Worked on bank statements
<HR>
EXPOSITION CENTER/Mike Jackson, Operations Manager
> December 2-8, 2012
> December 6, OGE, Conference Center
> December 7, Kickapoo Tribe Awards Banquet, Conference Center
> Technology Development Group Holiday Party, Conference Center, Upstairs
> December 8-9, State Poultry Show, Otto Krausse Building Section (B)
> December 9, Pigeon Show, Otto Krausse Building, Section (D)
> December 9, Realtor Holiday Party, Conference Center
* Comfort Station Project (no change on project)
> Patterson & Associates Construction award bid for roof replacement, siding, and gutter on four
(4) comfort stations in the amount of $47,019.00
<HR>
FIRE DEPARTMENT/David Short, Chief
* Suppression
> Responded to 90 emergency calls: Breakdown of calls: Fires - 6, Good Intent Calls - 19,
Rescue/EMS - 56, Service Calls - 4, False Alarms - 4, and Hazardous Conditions - 1
* Prevention
Requested/Administrative Inspections
Sterling House, 3947 N. Kickapoo
Red Rock Behavioral, 101 N. Union
St. Anthony Shawnee Hospital, 1102 W. MacArthur
Surgery Center, 1106 W. MacArthur
Shawnee Heart Center, 3208 Medical Park Drive
FHA Clinic and the Specialty Clinic, 3200 Medical Park Drive
St. Anthony Center Rehab and the Solara Hospital, 1900 Gordon Cooper Drive
Permits and On-Site Inspections
Open Burns: 33 Pam Drive, 2200 E. 45th, and 15609 Nickens
Sprinkler Systems: Cottage Park (1702 N. Kickapoo), OBU Apartments (1002 W. MacArthur),
and the Shawnee Memory Care (1723 Airport Road)
* Training
> Probationary Fire Fighter three (3) month skills assigned
> Continuation Training seven (7) Probationary Fire Fighters
<HR>
EMERGENCY MANAGEMENT/Don Lynch, Director
* Communications Technician
> Conducted weekly EOC radio tests on Wednesday morning
> Finished installation of electrical power for Police Department range storage container
* Emergency Management Technician (Position is currently vacant)
* Emergency Management Director
> Coordinated with vendors on radio system Narrowbanding and expansion projects
> Attended meetings related to E-9-1-1 system upgrades
> Coordinated with land company on oil and gas lease proposal
* Current Projects (no change on projects this week)
> Radio System
One license remains to modify with Federal Communications Commission for Narrowbanding.
> Telephone System Replacement
Proposals narrowed to 4 potential systems; scheduling interviews with vendors
> Public Tornado Shelters
Continuing work on draft memorandum of agreement language; Coordinated with Assistant
Airport Manager on potential use of the vault in the old Reserve Center Building; the vault has
only cinderblock walls which do not meet FEMA safe room criteria. We are going to add
retrofitting this structure to our project let in our hazard mitigation plan.
> Hazard Mitigation Plan
FEMA has revised the criteria and format for approving plans; we are working with our vendor
and the State Emergency Management Office to develop a new format for the plans. We still
have 2 years remaining on our planning grant.
<HR>
POLICE DEPARTMENT/Russ Frantz, Chief
* Police
> Reports: 140 / Total Citations: 93 / Handwritten Citations: 59 / E-Citations: 34 (36.56%)
> Arrests: 36
> Drug arrest off traffic stop; Pursuit - suspect in custody; Robbery at Post Office
> Worked the Christmas Parade
> Hosted Remington Armor School at J-Building Gordon Cooper Technology Center
* Dispatch
> Managed 1603 calls for service (Police/Fire/EMS)
* COPs Grant Program
> Worked School zones, Drug tips, Mall patrol, assisted evening, midnights, and day shift patrol
> Assisted DA office
> One misdemeanor arrest with four warrants
> Assisted in arrest on homicide case
> Honor Guard detail
* CID
> 9 Cases Forwarded to CID for Review
> 6 Felony Cases Assigned
> 6 Felony Cases Cleared / 1 Other Case Cleared
> 2 Felony Cases Filed through DA's Office
> $7,973.00 Total Property Recovered
> 6 Assists with Patrol and Other Agencies
* Accreditation: Lt. King-Accreditation Manager
> Working on proofs for compliance
> Continuing with In-Service policy training on all shifts
* Evidence
> Number of evidence items brought in: 6 Number of evidence items released: 8
> Number of found property items taken in: 3 Number of found items returned to owner: 2
> Amount of drug money returned: $475.00
> Number of items submitted to the OSBI: 7
> Number of items released from OSBI back to the Police Department: 12
* Animal Control: No report this week
* Staff
> Police Officers-59 / 2 open positions / 1 in academy / 1 on light duty / 55 available for service
> Dispatch positions-13 / 7 available for service / 3 in training / 3 open position
> Animal Control Positions-4 / 4 available for service
No Report Submitted this week
<HR>
UTILITY DEPARTMENT/Jim Bierd, Director
* Water Treatment Plant (Staff of 10)
> Average production: *MGD - 4.291 Last week: *MGD - 4.045
> Pumped 1,567,589,000 MG to date compared to 1,496,403,000 MG for same period last year
> Performed routine plant maintenance and water testing
*MGD: Million Gallons Daily
* Southside Wastewater Treatment Plant (Staff of 7)
> Flows averaged: *MGD - 1.045 **BOD - 12 mg/l ***TSS - 5 mg/l
> Performed routine maintenance and testing on the plant
*MGD: Million Gallons Daily **BOD: Biochemical Oxygen Demand ***TSS: Total Suspended Solids
* Northside Wastewater Treatment Plant (Staff of 7)
> Flows averaged: *MGD - 1.125 **BOD - 4.7 mg/l ***TSS - 22.1 mg/l
> 121,000 gallons of bio-solids have been hauled to date for the month of December
> Performed routine maintenance and testing on the plant
*MGD: Million Gallons Daily **BOD: Biochemical Oxygen Demand ***TSS: Total Suspended Solids
* Water Distribution (Staff of 11)
> Service Calls - 78, Water/Sewer Line Locates - 44, Leak Checks - 13, Cut-offs Replaced - 1, Main Breaks Repaired - 1, and Reset Water Meters - 5
> Repaired the following main breaks: 8" mains at Ione & Midland and at 910 N. Shawnee
> Repaired a service line at 238 S. Oak
> Dug up main and re-tapped a new service at 5 Mullins Drive
> Worked Shop Tickets
* Valve Maintenance (staff of 4)
> Located/performed serviceability check on valves at the following locations: Alice & Fay,
Shawnee & Parker, Shawnee & Alice, Tucker & Jefferson, Shawnee & Fay, Bradley & Henson, and 5 Country Club
> Dug up, raised, and realigned valve boxes at the following locations: 5 Country Club, and 30 Northridge,
> Installed inserta valves at the following locations: Arapaho & Independence, Legacy Park, and Georgia & Beard
* Wastewater Collection (Staff of 7)
> Sewer lines flushed - 22,200 ft. Flushed (year to date) - 945,685 ft.
> Total Service Calls - 47, Sewer Lines Checked - 27, Lift Stations Checked - 16, and Emergency Sewer Calls - 12
> Worked on the preventative maintenance flusher list and maintenance on Lift Stations
* Capital Projects
> Water Line Replacement Project Midland Street
All locating and survey staking along Midland has been completed. Boring has been completed on all streets intersecting with Midland. Jordan Contractors has lain over 2,000 ft. of pipe.
> Utility System Master Plan (no change on project this week)
On June 18, 2012 the Commission authorized the Shawnee Municipal Authority to enter into a contract with SRB (Smith Roberts Baldischwiler, LLC) for an amount to not exceed $549,460. A Notice to Proceed was issued on June 25, 2012. Data loggers have been installed and flow meters have been received, and will be utilized for gathering data once installed. We are waiting on software vendor to calibrate flow meters. SRB has collected dater for computer model.
> Sanitary Sewer Rehab Project (Pipe Bursting) (no change on project this week)
Budgeted project amount is $1,000,000.00. This project will begin in the Spring of 2013.
<HR>
PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director
* Planning
> Staff held nuisance abatement hearings on December 6 and three additional structures were ordered removed. In 2012, 34 structures have been condemned and 27 of those have been removed to date.
> Staff presented reports at the December 5 Planning Commission meeting.
Planning (continued)
> As of November 2012, the Building Division has issued the following permits:
▪ 41 single-family home permits with an estimated total value of $6.5 million
▪ $6.9 million in new commercial buildings
▪ $12.7 million in new multi-family buildings
* Current Projects
> Façade Grant Program
The City announced the award of three grants to downtown business owners that will use the match funding to improve the front facades of their buildings. The historically-accurate restoration projects include the removal of non-historic facades and the restoration of historically-accurate and original window features. Work on the Dexter Building at the northeast corner of Bell and Main has already begun. Round 2 Façade Grants are now available and are due in February 2013.
> Downtown Streetscape Project (no change on project this week)
Staff is awaiting a funding decision from ODOT on a Transportation Enhancement Grant that was submitted almost two years ago. A survey was recently done of the area and engineering and design work is ongoing so that the project can be bid immediately upon notice of funding decision. Phase 2 of the Streetscape Plan will improve a four-block area of Main Street with new sidewalks, landscaping, street lights, signal lights, pedestrian improvements and utility work. If the City is not successful obtaining a grant, a reduced Phase 2 project will still be implemented.
> Land Development Code (no change on project this week)
Staff continues work on revising the City's development regulations. The Planning Commission will hold a workshop session on December 5, 2012.
> Wayfinding Study Implementation (no change on project this week)
Staff is preparing to bid the wayfinding (signage) project in early 2013. At present, review of the previous implementation plan and the preparation of documents for bid are underway.
<HR>
PARKS/CEMETERY/EQUIPMENT SERVICES/James Bryce, Director of Operations
* Parks Maintenance Division (Staff of 10)
> Set up for Christmas Parade
> Set up for Pearl Harbor Day ceremony at the Veterans Memorial
> Picked up trash on Main Street that was left after the Christmas Parade
> Removing dead trees
> Daily cleanup route on Main Street and in city parks
> Working on Park inspections
> Performing various repairs and graffiti removal in several city parks and buildings
> Winterizing city parks, restrooms, and sprinkler systems
* Cemetery Division (staff of 4)
> Four (4) burials last week
> Leveling markers
* Central Garage (Staff of 6)
> 30 units in last week with 47 total repairs
> Exploring the possible use of CNG/Propane vehicles for city fleet
* Current Projects
> New Fishing Wharf final inspection was on December 3, 2012
> New Library furniture to be delivered around January 28, 2012
> Municipal Swimming Pool architect selected; working on contract (no change this week)
> AC repair at City Hall and new AC at Auditorium (Estimate received) (no change this week)
<HR>
AIRPORT/Rex Hennen, Assistant Airport Manager (no changes this week on Airport Report)
* Airport Advisory Board
> Regular monthly meeting is scheduled for December 12, 2012
> Marketing project prepared by OBU students will be presented and discussed
* OK Aeronautics Commission 3 Year Airport Pavement Inspection
> Inspection performed November 19, 2012 - Results will be forthcoming
* Foreign Trade Zone Application
> Matthew Weaver reports that the application is under final agency review
* "Oklahoma Certified Site Program - Aerospace Park"
> Application is being completed by SEDF and airport staff
<HR>
CITY CLERK'S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
* City Clerk
> Prepared 12/3/12 City Commission and Authorities minutes
> Preparation for 12/10/12 special call meeting documents and preparation of presentation
> Normal routine duties including tort claims, insurance on vehicles and property
* Utility Billing/Customer Service
> Zone 3 Billing
> Routine customer service/billing transactions and issues
<HR>
INFORMATION SYSTEMS/Steve Nolen, Chief Information Officer
> +31 New Incidents - 23 Completed Incidents = Net 8 New Incidents / 246 Total
> Work with Netmotion for various policy entries / adjustments required -required policy module
> All staff preparing for 12/14 carpet installation
> Assist Inspector with VPN use
Information Systems (continued)
> Review CAD workstation reported issues
> Reviewed / resolved ISA / VPN performance issues
> Install ALPR system computer mount / review deployment plan
> Debug / test / validate function of ALPR system deployment
<HR>
HUMAN RESOURCES/Tammy Johnson, Director
> Processing evaluations/PAA's for status changes of employees
> Processing insurance status changes/retirements/resignations
> Updating/maintaining employee records for insurance
> Processing monthly reports for workman's com
> Review and attend WC case proceedings
> Processing new employee insurance/retirement/new hire paperwork
> Conducting interviews for open positions
> Observe crews in the field for safe work procedures
<HR>
FINANCE DEPARTMENT/Cynthia Sementelli, Finance
> Met with City Manager concerning the MDA letter for audit
> Prepare statistical sections for CAFR
> Entered budget amendments
> Worked on bank statements
<HR>
EXPOSITION CENTER/Mike Jackson, Operations Manager
> December 2-8, 2012
> December 6, OGE, Conference Center
> December 7, Kickapoo Tribe Awards Banquet, Conference Center
> Technology Development Group Holiday Party, Conference Center, Upstairs
> December 8-9, State Poultry Show, Otto Krausse Building Section (B)
> December 9, Pigeon Show, Otto Krausse Building, Section (D)
> December 9, Realtor Holiday Party, Conference Center
* Comfort Station Project (no change on project)
> Patterson & Associates Construction award bid for roof replacement, siding, and gutter on four
(4) comfort stations in the amount of $47,019.00
<HR>
FIRE DEPARTMENT/David Short, Chief
* Suppression
> Responded to 90 emergency calls: Breakdown of calls: Fires - 6, Good Intent Calls - 19,
Rescue/EMS - 56, Service Calls - 4, False Alarms - 4, and Hazardous Conditions - 1
* Prevention
Requested/Administrative Inspections
Sterling House, 3947 N. Kickapoo
Red Rock Behavioral, 101 N. Union
St. Anthony Shawnee Hospital, 1102 W. MacArthur
Surgery Center, 1106 W. MacArthur
Shawnee Heart Center, 3208 Medical Park Drive
FHA Clinic and the Specialty Clinic, 3200 Medical Park Drive
St. Anthony Center Rehab and the Solara Hospital, 1900 Gordon Cooper Drive
Permits and On-Site Inspections
Open Burns: 33 Pam Drive, 2200 E. 45th, and 15609 Nickens
Sprinkler Systems: Cottage Park (1702 N. Kickapoo), OBU Apartments (1002 W. MacArthur),
and the Shawnee Memory Care (1723 Airport Road)
* Training
> Probationary Fire Fighter three (3) month skills assigned
> Continuation Training seven (7) Probationary Fire Fighters
<HR>
EMERGENCY MANAGEMENT/Don Lynch, Director
* Communications Technician
> Conducted weekly EOC radio tests on Wednesday morning
> Finished installation of electrical power for Police Department range storage container
* Emergency Management Technician (Position is currently vacant)
* Emergency Management Director
> Coordinated with vendors on radio system Narrowbanding and expansion projects
> Attended meetings related to E-9-1-1 system upgrades
> Coordinated with land company on oil and gas lease proposal
* Current Projects (no change on projects this week)
> Radio System
One license remains to modify with Federal Communications Commission for Narrowbanding.
> Telephone System Replacement
Proposals narrowed to 4 potential systems; scheduling interviews with vendors
> Public Tornado Shelters
Continuing work on draft memorandum of agreement language; Coordinated with Assistant
Airport Manager on potential use of the vault in the old Reserve Center Building; the vault has
only cinderblock walls which do not meet FEMA safe room criteria. We are going to add
retrofitting this structure to our project let in our hazard mitigation plan.
> Hazard Mitigation Plan
FEMA has revised the criteria and format for approving plans; we are working with our vendor
and the State Emergency Management Office to develop a new format for the plans. We still
have 2 years remaining on our planning grant.
<HR>
POLICE DEPARTMENT/Russ Frantz, Chief
* Police
> Reports: 140 / Total Citations: 93 / Handwritten Citations: 59 / E-Citations: 34 (36.56%)
> Arrests: 36
> Drug arrest off traffic stop; Pursuit - suspect in custody; Robbery at Post Office
> Worked the Christmas Parade
> Hosted Remington Armor School at J-Building Gordon Cooper Technology Center
* Dispatch
> Managed 1603 calls for service (Police/Fire/EMS)
* COPs Grant Program
> Worked School zones, Drug tips, Mall patrol, assisted evening, midnights, and day shift patrol
> Assisted DA office
> One misdemeanor arrest with four warrants
> Assisted in arrest on homicide case
> Honor Guard detail
* CID
> 9 Cases Forwarded to CID for Review
> 6 Felony Cases Assigned
> 6 Felony Cases Cleared / 1 Other Case Cleared
> 2 Felony Cases Filed through DA's Office
> $7,973.00 Total Property Recovered
> 6 Assists with Patrol and Other Agencies
* Accreditation: Lt. King-Accreditation Manager
> Working on proofs for compliance
> Continuing with In-Service policy training on all shifts
* Evidence
> Number of evidence items brought in: 6 Number of evidence items released: 8
> Number of found property items taken in: 3 Number of found items returned to owner: 2
> Amount of drug money returned: $475.00
> Number of items submitted to the OSBI: 7
> Number of items released from OSBI back to the Police Department: 12
* Animal Control: No report this week
* Staff
> Police Officers-59 / 2 open positions / 1 in academy / 1 on light duty / 55 available for service
> Dispatch positions-13 / 7 available for service / 3 in training / 3 open position
> Animal Control Positions-4 / 4 available for service
Bulk Waste schedule for January 2013.
The curbside Bulk Waste schedule for January 2013 has been posted on our Sanitation Page. Click the link below to view it.
Tuesday, December 18, 2012
Trash collection-Christmas and New Year`s Holiday schedule.
Christmas Holiday Schedule<br>
<br>
Central Disposal will run Tuesday, December 25th's trash collection route on Wednesday, December 26th. They will run Wednesday's normal route on Thursday, Thursday's regular route on Friday, and Friday's route on Saturday, December 29th.<br>
<br>
New Years Day Holiday Schedule<br>
<br>
Central Disposal will run Tuesday, January 1st, 2013's trash collection route on Wednesday, January 2nd. They will run Wednesday's normal route on Thursday, Thursday's regular route on Friday, and Friday's route on Saturday, January 5th 2013.<br>
<br>
For more information on Sanitation and Recycling, please go to our Sanitation page. (Click on the link below.)
<br>
Central Disposal will run Tuesday, December 25th's trash collection route on Wednesday, December 26th. They will run Wednesday's normal route on Thursday, Thursday's regular route on Friday, and Friday's route on Saturday, December 29th.<br>
<br>
New Years Day Holiday Schedule<br>
<br>
Central Disposal will run Tuesday, January 1st, 2013's trash collection route on Wednesday, January 2nd. They will run Wednesday's normal route on Thursday, Thursday's regular route on Friday, and Friday's route on Saturday, January 5th 2013.<br>
<br>
For more information on Sanitation and Recycling, please go to our Sanitation page. (Click on the link below.)
Wednesday, December 12, 2012
City of Shawnee Beautification Meeting
AGENDA<br>
Shawnee Beautification Committee<br>
DECEMBER 13, 2012 - 4:00 PM<br>
Shawnee City Hall Emergency Operation Center Conference Room<br>
1) Call to Order.<br>
<br>
2) Roll Call and Declaration of a Quorum.<br>
<br>
3) Approval of Minutes for November 2012.<br>
<br>
4) Presentation of Beautification awards for members to see. (Janet Turner)<br>
<br>
5) Discussion on assistance from members of the 2012 Leadership Shawnee Class to consider developing a beautification recognition program for various sections of Shawnee during 2013. (Tom Terry)<br>
<br>
6) Discussion of New Sign at Harrison and I-40. (James Bryce)<br>
<br>
7) Old Business. <br>
<br>
8) New Business.<br>
<br>
9) Comments.<br>
<br>
10) Adjournment<br>
<br>
Shawnee Beautification Committee<br>
DECEMBER 13, 2012 - 4:00 PM<br>
Shawnee City Hall Emergency Operation Center Conference Room<br>
1) Call to Order.<br>
<br>
2) Roll Call and Declaration of a Quorum.<br>
<br>
3) Approval of Minutes for November 2012.<br>
<br>
4) Presentation of Beautification awards for members to see. (Janet Turner)<br>
<br>
5) Discussion on assistance from members of the 2012 Leadership Shawnee Class to consider developing a beautification recognition program for various sections of Shawnee during 2013. (Tom Terry)<br>
<br>
6) Discussion of New Sign at Harrison and I-40. (James Bryce)<br>
<br>
7) Old Business. <br>
<br>
8) New Business.<br>
<br>
9) Comments.<br>
<br>
10) Adjournment<br>
<br>
Monday, December 10, 2012
Staff Activity Report for November 25 - December 1, 2012
ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director
Engineering Department (no changes this week on any of the projects)
* Main Street Streetscape Project
> Field survey work has been completed and submitted to City for review. Design work likely to begin the first week in March 2013.
* City Wide Streets Evaluation & Inspection
> Work expected to start shortly after the Thanksgiving Holidays and take approximately 4-5 months to complete. Street selections and recommendations for upcoming street paving projects anticipated to be presented to City Commission in April 2013.
* Kickapoo Street Widening Project
> The Bid Opening for the project will be November 15, 2012, and a scheduled Pre-Bid Meeting for Contractors will occur on Friday, November 2, 2012 at the ODOT offices in OKC. A Pre-Bid meeting was held November 8, 2012 and ODOT reports that there were not any significant questions that would result in issuing any Addendum. Award of project will occur at the State Transportation Commission Meeting on December 3, 2012 after ODOT staff reviews the bids and makes a recommendation. Anticipate construction starting by March 2013. Project is estimated to take 18-24 months construction time. Kickapoo will not be closed, and two-way traffic will be maintained at all times. ODOT will handle project advertising, bid opening, bid award, and project administration & inspection. City Staff will assist with inspections during project construction.
* Bell Street Streetscape Project (from Farrall to 7th Street)
> Field survey work completed and preliminary sidewalk plans completed. We received back OG&Es cost proposal for supplying and installing the decorative lights from Farrall to 7th, and their proposal is under review. Enhanced crosswalk at Bell & Farrall will be submitted to ODOT for review and comments although ODOTs traffic/pedestrian study received on October 25, 2012 stated that the traffic study found that no volume warrants were met. Anticipate having final construction plans to advertise project by mid-January 2013.
* Harrison Street Median Landscaping Project (Median just south of I-40 and north of Gordon Cooper Vo-Tech entrance)
> Rudy Construction was awarded the project in the amount of $98,624.00. Work on the Project started September 10, 2012 and project is 100% completed and as-built quantities being determined for final payment and acceptance. Anticipate recommending final acceptance and placing Maintenance Bond into effect at the December 3, 2012 City Commission meeting.
* Airport Trails Project
> Bids are currently under review and a recommendation will be made to the City Commissioners at their November 19, 2012 Commission meeting. This project will be a complete removal and replacement of the City existing trail(s) around the Airport, and trail widened to 10 feet, approximately 3.75 miles of trail.
* Bryan & Independence Intersection Traffic Signal Project
> Project construction started October 1, 2012 and subcontractor (Rudy Construction) is proceeding with the widening portion of the project. Project was awarded to Traffic & Lighting Systems in the amount of $198,562.60. Work is approximately 85% complete.
* Federal Street Bridge Repair Project
> Plans, bid documents, and specifications have been completed by City Staff and the City Commission on November 5, 2012 authorized staff to advertise the project for bid letting. The Bid Opening for the project is scheduled to occur at the December 17, 2012 City Commission meeting.
* Rehab Concrete Streets Project (FY11-12)
> City Commission awarded the project to All Roads in the amount of $387,409.00. This is our annual concrete streets maintenance contract whereby badly broken and cracked concrete panels are removed and replaced. Focus of this contract will be on Independence from Center to Sequoyah, and work is anticipated to begin the first week in December to coincide with the planned work on Independence just west of Center that the Oklahoma Corporation Commission is proposing to clean up the contaminated area because of gas leakage from the station on the southwest corner of Independence and Center.
* Traffic Control Division
> Checked bridges for guard rails and bridge end markers
> Changed out controller at the intersection of Main & Oklahoma
> Assisted radio shop with storm siren at 45th & Acme
> Checked lumaires on signal systems
> Set up and recovered work zone for Utility Dept. on Georgia (Beard - Broadway) (road closure)
> Set up work zone for Utility Dept. at Arapaho & Independence (road closure)
> Set up and recovered work zone for Utility Dept. on Market (Ayre - Severn) (road closure)
> Replaced Dead End sign and No Trucks sign at Hwy 102 & Lake Road
* Street Department
> Street sweeper ran 4 days
> Patch truck ran 3 days
> Bladed the following roads: Wolverine, Westech, Terrell Road, Daley Road, and Nix Allen
> Repaired Magnino Bridge
> Completed the water-cut at Popular west of Kickapoo (16x34)
> Repaired two valve cuts: Kiowa & Cheyenne (13x8) and Draper & Park (11x12)
> Repaired 2 water-cuts at 1226 Margaret (27x4) and 2 Kiowa (22x19)
> Hauled 12 loads of material from Expo to yard.
> Saw cut water-cuts at Tucker & Dewey, Georgia & Beard, and 1307 N. Market
<HR>
UTILITY DEPARTMENT/Jim Bierd, Director
* Water Treatment Plant (Staff of 10)
> Average production: *MGD - 4.045 Last week: *MGD - 4.161
> Pumped 1,537,152,000 MG to date compared to 1,473,139,000 MG for same period last year
> Performed routine plant maintenance and water testing
*MGD: Million Gallons Daily
* Southside Wastewater Treatment Plant (Staff of 7)
> Flows averaged: *MGD - .999 **BOD - 10 mg/l ***TSS - 0 mg/l
> Performed routine maintenance and testing on the plant
*MGD: Million Gallons Daily **BOD: Biochemical Oxygen Demand ***TSS: Total Suspended Solids
* Northside Wastewater Treatment Plant (Staff of 7)
> Flows averaged: *MGD - .935 **BOD - 2.8 mg/l ***TSS - 2.8 mg/l
> 566,000 gallons of bio-solids have been hauled to date for the month of November
> Performed routine maintenance and testing on the plant
*MGD: Million Gallons Daily **BOD: Biochemical Oxygen Demand ***TSS: Total Suspended Solids
* Water Distribution (Staff of 11)
> Service Calls - 37, Water/Sewer Line Locates - 11, Leak Checks - 12, Cut-offs Replaced - 5, Main Breaks Repaired - 3, and Reset Water Meters - 2
> Repaired the following main breaks: 6" mains at Tucker & Dewey and 1307 N. Market, and an 8" main at 28 W. Georgia
> Repaired a service line at 220 S. Osage
> Set forms for two (2) new tin horns at Lake Channel
> Worked Shop Tickets
* Valve Maintenance (staff of 4)
> Located/performed serviceability check on valves at the following locations: Federal Street Bridge Project (x 3) and at Georgia & Broadway
> Dug up, raised, and realigned valve boxes at the following locations: Federal Street Bridge Project (x 2)
> Installed inserta valves at the following locations: Arapaho & Independence, Legacy Park, and Georgia & Beard
* Wastewater Collection (Staff of 7)
> Sewer lines flushed - 21,675 ft. Flushed (year to date) - 923,485 ft.
> Total Service Calls - 43, Sewer Lines Checked - 27, Lift Stations Checked - 16, and Emergency Sewer Calls - 43
> Worked on the preventative maintenance flusher list and maintenance on Lift Stations
* Capital Projects
> Water Line Replacement Project Midland Street
All locating and survey staking along Midland has been completed. Jordan Contractors has lain over 1,500 ft. of pipe.
> Utility System Master Plan (no change on project this week)
On June 18, 2012 the Commission authorized the Shawnee Municipal Authority to enter into a contract with SRB (Smith Roberts Baldischwiler, LLC) for an amount to not exceed $549,460. A Notice to Proceed was issued on June 25, 2012. Data loggers have been installed and flow meters have been received, and will be utilized for gathering data once installed. We are waiting on software vendor to calibrate flow meters. SRB has collected dater for computer model.
> Sanitary Sewer Rehab Project (Pipe Bursting) (no change on project this week)
Budgeted project amount is $1,000,000.00. This project will begin in the Spring of 2013.
<HR>
PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director
* Planning
> Staff prepared reports and notices for nuisance abatement hearings.
> Staff prepared materials for the December Planning Commission meeting.
> Staff met with developers over current and planned future projects.
> Staff assisted with preparations for the annual Downtown Christmas Parade.
Planning (continued)
* Current Projects (no change on projects this week)
> Downtown Streetscape Project
Staff is awaiting a funding decision from ODOT on a Transportation Enhancement Grant that was submitted almost two years ago. A survey was recently done of the area and engineering and design work is ongoing so that the project can be bid immediately upon notice of funding decision. Phase 2 of the Streetscape Plan will improve a four-block area of Main Street with new sidewalks, landscaping, street lights, signal lights, pedestrian improvements and utility work. If the City is not successful obtaining a grant, a reduced Phase 2 project will still be implemented.
> Land Development Code
Staff continues work on revising the City's development regulations. The Planning Commission will hold a workshop session on December 5, 2012.
> Wayfinding Study Implementation
Staff is preparing to bid the wayfinding (signage) project in early 2013. At present, review of the previous implementation plan and the preparation of documents for bid are underway.
> Façade Grant Program
The City announced the award of three grants to downtown business owners that will use the match funding to improve the front facades of their buildings. The historically-accurate restoration projects include the removal of non-historic facades and the restoration of historically-accurate and original window features. Work on the Dexter Building at the northeast corner of Bell and Main has already begun.
<HR>
PARKS/CEMETERY/EQUIPMENT SERVICES/James Bryce, Director of Operations
* Parks Maintenance Division (Staff of 10)
> Daily cleanup route on Main Street and in city parks
> Working on Park inspections
> Performing various repairs and graffiti removal in several city parks and buildings
> Mowing and weed eating in some areas including the Lake and dams
> Installed Christmas Decorations
> Winterizing city parks, restrooms, and sprinkler systems
> Burned tree debris at old Airport Site
* Cemetery Division (staff of 4)
> No burials last week
> Leveling markers
* Central Garage (Staff of 6)
> 28 units in last week with 37 total repairs
> Exploring the possible use of CNG/Propane vehicles for city fleet
* Current Projects
> Community Center basketball court resurfacing nearing completion
> New Fishing Wharf final inspection is scheduled for December 3, 2012
> New Library furniture to be delivered sometime January 14-18, 2012
> Municipal Swimming Pool architect selected; working on contract (no change this week)
> AC repair at City Hall and new AC at Auditorium (Estimate received) (no change this week)
<HR>
AIRPORT/Rex Hennen, Assistant Airport Manager (no changes this week on Airport Report)
* Airport Advisory Board
> Regular monthly meeting is scheduled for December 12, 2012
* OK Aeronautics Commission 3 Year Airport Pavement Inspection
> Inspection performed November 19, 2012 - Results will be forthcoming
* Foreign Trade Zone Application
> Matthew Weaver reports that the application is under final agency review
* "Oklahoma Certified Site Program - Aerospace Park"
> Application is being completed by SEDF and airport staff
<HR>
CITY CLERK'S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
* City Clerk
> Preparation of December 3, 2012 City Commission and Authorities minutes
> Eight public nuisance liens filed with the Pottawatomie County Clerk
> Routine duties including tort claims, insurance on vehicles and property
* Utility Billing/Customer Service
> Zone 1 Billing (11/27/12)
> Zone 2 Cut-off for non-payment (11/27/12)
> Zone 3 Cut-off for non-payment (11/28/12
> Routine customer service/billing transactions and issues
<HR>
INFORMATION SYSTEMS/Steve Nolen, Chief Information Officer
> +38 Incidents - 44 Incidents = Net -6 / 239 Outstanding
> Configure new Police MFC for Scan to folders
> Updates and installs on LPR server system
> City Attorney support, (Software updates and user assistance with Calendars and Clip art)
> Prepared Fire Web Dashboard display computers
> Police support for CD Burning in CID
> Other misc. user, system, and printer support.
> Review Firehouse autotask start issues
> Resolve CADCom/KML/Dropbox/etc replicator outage
> Re-schedule Ch30 / News30 / etc
> Began configuration for specialized Police training laptop for undercover work
> Update Incode / network permissions for new HR employee
> Updated Police toughbook for Netmotion / new AT&T application
> Review / restart GeoSafe node services for vendor, provide event log data
> Installed Police Records upgrade on RDP client server and software upgrade on CAD server
> Deploy special services training laptops for Police
> Update police mobile page with new contract and policy.
> Update access control permissions for Police Records
<HR>
HUMAN RESOURCES/Tammy Johnson, Director
> Processing evaluations/PAA's for status changes of employees
> Processing insurance status changes/retirements/resignations
> Updating/maintaining employee records for insurance
> Processing monthly reports for workman's com
> Review and attend WC case proceedings
> Processing new employee insurance/retirement/new hire paperwork
> Conducting interviews for open positions
> Observe crews in the field for safe work procedures
<HR>
FINANCE DEPARTMENT/Cynthia Sementelli, Finance
> Meeting to discuss Kickapoo Street Project funding
> Prepared statistical sections for CAFR and worked on Management Discussion Letter for audit
> Prepared budget amendments and worked on bank statements
> Worked on Christmas parade
<HR>
EXPOSITION CENTER/Mike Jackson, Operations Manager
> November 27th, (OSEEGIB) Oklahoma State & Education Employees Group Insurance
Program, Conference Center
> November 30th, OG&E, Conference Center
> December 1st, Shawnee/Tecumseh Indian Education Student Powwow & Craft Market 2012,
Otto Krausse Building
> December 1-2, (HOYRA) Heart of Oklahoma Youth Rodeo, Fred Humphrey Pavilion
* Comfort Station Project (no change on project)
> Patterson & Associates Construction award bid for roof replacement, siding, and gutter on four
(4) comfort stations in the amount of $47,019.00
<HR>
FIRE DEPARTMENT/David Short, Chief
* Suppression
> Responded to 107 emergency calls: Breakdown of calls: Fires - 6, Good Intent Calls - 13,
Rescue/EMS - 79, Service Calls - 4, and False Alarms - 5
* Training
> Probationary Fire Fighter three (3) month skills
> Continuation Training seven (7) Probationary Fire Fighters
<HR>
EMERGENCY MANAGEMENT/Don Lynch, Director
* Communications Technician
> Conducted weekly EOC radio tests on Wednesday morning
> Repaired 2 radios for the Fire Department and 1 radio for the Police Department
> Replaced 2 radios for Police Department
> Prepared and installed electrical power for Police Department range storage container
* Emergency Management Technician (Position is currently vacant)
* Emergency Management Director
> Coordinated with vendors on radio system Narrowbanding and expansion projects
> Attended the 2nd half of the State Emergency Managements Comprehensive Exercise Design
and Evaluation course on Tuesday and Wednesday.
> Participated in the Weekly EM group radio tests on Tuesday night.
* Current Projects (no change on projects this week)
> Radio System
One license remains to modify with Federal Communications Commission for Narrowbanding.
> Telephone System Replacement
Proposals narrowed to 4 potential systems; scheduling interviews with vendors
> Public Tornado Shelters
Continuing work on draft memorandum of agreement language; Coordinated with Assistant
Airport Manager on potential use of the vault in the old Reserve Center Building; the vault has
only cinderblock walls which do not meet FEMA safe room criteria. We are going to add
retrofitting this structure to our project let in our hazard mitigation plan.
Emergency Management (continued)
> Hazard Mitigation Plan
FEMA has revised the criteria and format for approving plans; we are working with our vendor
and the State Emergency Management Office to develop a new format for the plans. We still
have 2 years remaining on our planning grant.
<HR>
POLICE DEPARTMENT/Russ Frantz, Chief
* Police
> Reports: 145
> Arrests: 52
> Total Citations: 119 / Handwritten Citations: 80 / E-Citations: 39 (32.77%)
> Global Records System updates/upgrades
* Dispatch
> Managed 1707 calls for service (Police/Fire/EMS)
* COPs Grant Program
> Worked School zones, Drug tips, and Mall Patrol, group of citizens tour of Police Department
> Assisted evening, midnights, day shift patrol and the DAs office
> Served two search warrants reference drug /homicide case
> Recovered 14.8 grams of Heroin and 1 gram of cocaine
> Set up next alcohol compliance check and ABLE assignment
* CID
> 15 Cases Forwarded to CID for Review
> 3 Felony Cases Assigned / 2 Other Cases Assigned
> 4 Felony Cases Cleared / 2 Other Cases Cleared
> $1,000.00 Total Property Recovered
> 6 Assists with Patrol and Other Agencies
* Accreditation: Lt. King-Accreditation Manager
> Working on proofs for compliance
> Continuing with In-Service policy training on all shifts
> Nuisance alarms letters distributed for the week: 1
* Evidence
> Number of evidence items brought in: 13
> Number of evidence items released: 4
> Number of found property items taken in: 6
> Number of items submitted to the OSBI: 5
> Number of items released from OSBI back to the Police Department: 11
> Number of evidence disposition files/cases cleared: 2
* Animal Control
>Calls Responded: 93 >Impounded animals: 23 >Animals reclaimed: 8 >Animals adopted: 3
* Staff
> Police Officers-59 / 2 open positions / 1 in academy / 1 on light duty / 55 available for service
> Dispatch positions-13 / 7 available for service / 3 in training / 3 open position
> Animal Control Positions-4 / 4 available for service
Engineering Department (no changes this week on any of the projects)
* Main Street Streetscape Project
> Field survey work has been completed and submitted to City for review. Design work likely to begin the first week in March 2013.
* City Wide Streets Evaluation & Inspection
> Work expected to start shortly after the Thanksgiving Holidays and take approximately 4-5 months to complete. Street selections and recommendations for upcoming street paving projects anticipated to be presented to City Commission in April 2013.
* Kickapoo Street Widening Project
> The Bid Opening for the project will be November 15, 2012, and a scheduled Pre-Bid Meeting for Contractors will occur on Friday, November 2, 2012 at the ODOT offices in OKC. A Pre-Bid meeting was held November 8, 2012 and ODOT reports that there were not any significant questions that would result in issuing any Addendum. Award of project will occur at the State Transportation Commission Meeting on December 3, 2012 after ODOT staff reviews the bids and makes a recommendation. Anticipate construction starting by March 2013. Project is estimated to take 18-24 months construction time. Kickapoo will not be closed, and two-way traffic will be maintained at all times. ODOT will handle project advertising, bid opening, bid award, and project administration & inspection. City Staff will assist with inspections during project construction.
* Bell Street Streetscape Project (from Farrall to 7th Street)
> Field survey work completed and preliminary sidewalk plans completed. We received back OG&Es cost proposal for supplying and installing the decorative lights from Farrall to 7th, and their proposal is under review. Enhanced crosswalk at Bell & Farrall will be submitted to ODOT for review and comments although ODOTs traffic/pedestrian study received on October 25, 2012 stated that the traffic study found that no volume warrants were met. Anticipate having final construction plans to advertise project by mid-January 2013.
* Harrison Street Median Landscaping Project (Median just south of I-40 and north of Gordon Cooper Vo-Tech entrance)
> Rudy Construction was awarded the project in the amount of $98,624.00. Work on the Project started September 10, 2012 and project is 100% completed and as-built quantities being determined for final payment and acceptance. Anticipate recommending final acceptance and placing Maintenance Bond into effect at the December 3, 2012 City Commission meeting.
* Airport Trails Project
> Bids are currently under review and a recommendation will be made to the City Commissioners at their November 19, 2012 Commission meeting. This project will be a complete removal and replacement of the City existing trail(s) around the Airport, and trail widened to 10 feet, approximately 3.75 miles of trail.
* Bryan & Independence Intersection Traffic Signal Project
> Project construction started October 1, 2012 and subcontractor (Rudy Construction) is proceeding with the widening portion of the project. Project was awarded to Traffic & Lighting Systems in the amount of $198,562.60. Work is approximately 85% complete.
* Federal Street Bridge Repair Project
> Plans, bid documents, and specifications have been completed by City Staff and the City Commission on November 5, 2012 authorized staff to advertise the project for bid letting. The Bid Opening for the project is scheduled to occur at the December 17, 2012 City Commission meeting.
* Rehab Concrete Streets Project (FY11-12)
> City Commission awarded the project to All Roads in the amount of $387,409.00. This is our annual concrete streets maintenance contract whereby badly broken and cracked concrete panels are removed and replaced. Focus of this contract will be on Independence from Center to Sequoyah, and work is anticipated to begin the first week in December to coincide with the planned work on Independence just west of Center that the Oklahoma Corporation Commission is proposing to clean up the contaminated area because of gas leakage from the station on the southwest corner of Independence and Center.
* Traffic Control Division
> Checked bridges for guard rails and bridge end markers
> Changed out controller at the intersection of Main & Oklahoma
> Assisted radio shop with storm siren at 45th & Acme
> Checked lumaires on signal systems
> Set up and recovered work zone for Utility Dept. on Georgia (Beard - Broadway) (road closure)
> Set up work zone for Utility Dept. at Arapaho & Independence (road closure)
> Set up and recovered work zone for Utility Dept. on Market (Ayre - Severn) (road closure)
> Replaced Dead End sign and No Trucks sign at Hwy 102 & Lake Road
* Street Department
> Street sweeper ran 4 days
> Patch truck ran 3 days
> Bladed the following roads: Wolverine, Westech, Terrell Road, Daley Road, and Nix Allen
> Repaired Magnino Bridge
> Completed the water-cut at Popular west of Kickapoo (16x34)
> Repaired two valve cuts: Kiowa & Cheyenne (13x8) and Draper & Park (11x12)
> Repaired 2 water-cuts at 1226 Margaret (27x4) and 2 Kiowa (22x19)
> Hauled 12 loads of material from Expo to yard.
> Saw cut water-cuts at Tucker & Dewey, Georgia & Beard, and 1307 N. Market
<HR>
UTILITY DEPARTMENT/Jim Bierd, Director
* Water Treatment Plant (Staff of 10)
> Average production: *MGD - 4.045 Last week: *MGD - 4.161
> Pumped 1,537,152,000 MG to date compared to 1,473,139,000 MG for same period last year
> Performed routine plant maintenance and water testing
*MGD: Million Gallons Daily
* Southside Wastewater Treatment Plant (Staff of 7)
> Flows averaged: *MGD - .999 **BOD - 10 mg/l ***TSS - 0 mg/l
> Performed routine maintenance and testing on the plant
*MGD: Million Gallons Daily **BOD: Biochemical Oxygen Demand ***TSS: Total Suspended Solids
* Northside Wastewater Treatment Plant (Staff of 7)
> Flows averaged: *MGD - .935 **BOD - 2.8 mg/l ***TSS - 2.8 mg/l
> 566,000 gallons of bio-solids have been hauled to date for the month of November
> Performed routine maintenance and testing on the plant
*MGD: Million Gallons Daily **BOD: Biochemical Oxygen Demand ***TSS: Total Suspended Solids
* Water Distribution (Staff of 11)
> Service Calls - 37, Water/Sewer Line Locates - 11, Leak Checks - 12, Cut-offs Replaced - 5, Main Breaks Repaired - 3, and Reset Water Meters - 2
> Repaired the following main breaks: 6" mains at Tucker & Dewey and 1307 N. Market, and an 8" main at 28 W. Georgia
> Repaired a service line at 220 S. Osage
> Set forms for two (2) new tin horns at Lake Channel
> Worked Shop Tickets
* Valve Maintenance (staff of 4)
> Located/performed serviceability check on valves at the following locations: Federal Street Bridge Project (x 3) and at Georgia & Broadway
> Dug up, raised, and realigned valve boxes at the following locations: Federal Street Bridge Project (x 2)
> Installed inserta valves at the following locations: Arapaho & Independence, Legacy Park, and Georgia & Beard
* Wastewater Collection (Staff of 7)
> Sewer lines flushed - 21,675 ft. Flushed (year to date) - 923,485 ft.
> Total Service Calls - 43, Sewer Lines Checked - 27, Lift Stations Checked - 16, and Emergency Sewer Calls - 43
> Worked on the preventative maintenance flusher list and maintenance on Lift Stations
* Capital Projects
> Water Line Replacement Project Midland Street
All locating and survey staking along Midland has been completed. Jordan Contractors has lain over 1,500 ft. of pipe.
> Utility System Master Plan (no change on project this week)
On June 18, 2012 the Commission authorized the Shawnee Municipal Authority to enter into a contract with SRB (Smith Roberts Baldischwiler, LLC) for an amount to not exceed $549,460. A Notice to Proceed was issued on June 25, 2012. Data loggers have been installed and flow meters have been received, and will be utilized for gathering data once installed. We are waiting on software vendor to calibrate flow meters. SRB has collected dater for computer model.
> Sanitary Sewer Rehab Project (Pipe Bursting) (no change on project this week)
Budgeted project amount is $1,000,000.00. This project will begin in the Spring of 2013.
<HR>
PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director
* Planning
> Staff prepared reports and notices for nuisance abatement hearings.
> Staff prepared materials for the December Planning Commission meeting.
> Staff met with developers over current and planned future projects.
> Staff assisted with preparations for the annual Downtown Christmas Parade.
Planning (continued)
* Current Projects (no change on projects this week)
> Downtown Streetscape Project
Staff is awaiting a funding decision from ODOT on a Transportation Enhancement Grant that was submitted almost two years ago. A survey was recently done of the area and engineering and design work is ongoing so that the project can be bid immediately upon notice of funding decision. Phase 2 of the Streetscape Plan will improve a four-block area of Main Street with new sidewalks, landscaping, street lights, signal lights, pedestrian improvements and utility work. If the City is not successful obtaining a grant, a reduced Phase 2 project will still be implemented.
> Land Development Code
Staff continues work on revising the City's development regulations. The Planning Commission will hold a workshop session on December 5, 2012.
> Wayfinding Study Implementation
Staff is preparing to bid the wayfinding (signage) project in early 2013. At present, review of the previous implementation plan and the preparation of documents for bid are underway.
> Façade Grant Program
The City announced the award of three grants to downtown business owners that will use the match funding to improve the front facades of their buildings. The historically-accurate restoration projects include the removal of non-historic facades and the restoration of historically-accurate and original window features. Work on the Dexter Building at the northeast corner of Bell and Main has already begun.
<HR>
PARKS/CEMETERY/EQUIPMENT SERVICES/James Bryce, Director of Operations
* Parks Maintenance Division (Staff of 10)
> Daily cleanup route on Main Street and in city parks
> Working on Park inspections
> Performing various repairs and graffiti removal in several city parks and buildings
> Mowing and weed eating in some areas including the Lake and dams
> Installed Christmas Decorations
> Winterizing city parks, restrooms, and sprinkler systems
> Burned tree debris at old Airport Site
* Cemetery Division (staff of 4)
> No burials last week
> Leveling markers
* Central Garage (Staff of 6)
> 28 units in last week with 37 total repairs
> Exploring the possible use of CNG/Propane vehicles for city fleet
* Current Projects
> Community Center basketball court resurfacing nearing completion
> New Fishing Wharf final inspection is scheduled for December 3, 2012
> New Library furniture to be delivered sometime January 14-18, 2012
> Municipal Swimming Pool architect selected; working on contract (no change this week)
> AC repair at City Hall and new AC at Auditorium (Estimate received) (no change this week)
<HR>
AIRPORT/Rex Hennen, Assistant Airport Manager (no changes this week on Airport Report)
* Airport Advisory Board
> Regular monthly meeting is scheduled for December 12, 2012
* OK Aeronautics Commission 3 Year Airport Pavement Inspection
> Inspection performed November 19, 2012 - Results will be forthcoming
* Foreign Trade Zone Application
> Matthew Weaver reports that the application is under final agency review
* "Oklahoma Certified Site Program - Aerospace Park"
> Application is being completed by SEDF and airport staff
<HR>
CITY CLERK'S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
* City Clerk
> Preparation of December 3, 2012 City Commission and Authorities minutes
> Eight public nuisance liens filed with the Pottawatomie County Clerk
> Routine duties including tort claims, insurance on vehicles and property
* Utility Billing/Customer Service
> Zone 1 Billing (11/27/12)
> Zone 2 Cut-off for non-payment (11/27/12)
> Zone 3 Cut-off for non-payment (11/28/12
> Routine customer service/billing transactions and issues
<HR>
INFORMATION SYSTEMS/Steve Nolen, Chief Information Officer
> +38 Incidents - 44 Incidents = Net -6 / 239 Outstanding
> Configure new Police MFC for Scan to folders
> Updates and installs on LPR server system
> City Attorney support, (Software updates and user assistance with Calendars and Clip art)
> Prepared Fire Web Dashboard display computers
> Police support for CD Burning in CID
> Other misc. user, system, and printer support.
> Review Firehouse autotask start issues
> Resolve CADCom/KML/Dropbox/etc replicator outage
> Re-schedule Ch30 / News30 / etc
> Began configuration for specialized Police training laptop for undercover work
> Update Incode / network permissions for new HR employee
> Updated Police toughbook for Netmotion / new AT&T application
> Review / restart GeoSafe node services for vendor, provide event log data
> Installed Police Records upgrade on RDP client server and software upgrade on CAD server
> Deploy special services training laptops for Police
> Update police mobile page with new contract and policy.
> Update access control permissions for Police Records
<HR>
HUMAN RESOURCES/Tammy Johnson, Director
> Processing evaluations/PAA's for status changes of employees
> Processing insurance status changes/retirements/resignations
> Updating/maintaining employee records for insurance
> Processing monthly reports for workman's com
> Review and attend WC case proceedings
> Processing new employee insurance/retirement/new hire paperwork
> Conducting interviews for open positions
> Observe crews in the field for safe work procedures
<HR>
FINANCE DEPARTMENT/Cynthia Sementelli, Finance
> Meeting to discuss Kickapoo Street Project funding
> Prepared statistical sections for CAFR and worked on Management Discussion Letter for audit
> Prepared budget amendments and worked on bank statements
> Worked on Christmas parade
<HR>
EXPOSITION CENTER/Mike Jackson, Operations Manager
> November 27th, (OSEEGIB) Oklahoma State & Education Employees Group Insurance
Program, Conference Center
> November 30th, OG&E, Conference Center
> December 1st, Shawnee/Tecumseh Indian Education Student Powwow & Craft Market 2012,
Otto Krausse Building
> December 1-2, (HOYRA) Heart of Oklahoma Youth Rodeo, Fred Humphrey Pavilion
* Comfort Station Project (no change on project)
> Patterson & Associates Construction award bid for roof replacement, siding, and gutter on four
(4) comfort stations in the amount of $47,019.00
<HR>
FIRE DEPARTMENT/David Short, Chief
* Suppression
> Responded to 107 emergency calls: Breakdown of calls: Fires - 6, Good Intent Calls - 13,
Rescue/EMS - 79, Service Calls - 4, and False Alarms - 5
* Training
> Probationary Fire Fighter three (3) month skills
> Continuation Training seven (7) Probationary Fire Fighters
<HR>
EMERGENCY MANAGEMENT/Don Lynch, Director
* Communications Technician
> Conducted weekly EOC radio tests on Wednesday morning
> Repaired 2 radios for the Fire Department and 1 radio for the Police Department
> Replaced 2 radios for Police Department
> Prepared and installed electrical power for Police Department range storage container
* Emergency Management Technician (Position is currently vacant)
* Emergency Management Director
> Coordinated with vendors on radio system Narrowbanding and expansion projects
> Attended the 2nd half of the State Emergency Managements Comprehensive Exercise Design
and Evaluation course on Tuesday and Wednesday.
> Participated in the Weekly EM group radio tests on Tuesday night.
* Current Projects (no change on projects this week)
> Radio System
One license remains to modify with Federal Communications Commission for Narrowbanding.
> Telephone System Replacement
Proposals narrowed to 4 potential systems; scheduling interviews with vendors
> Public Tornado Shelters
Continuing work on draft memorandum of agreement language; Coordinated with Assistant
Airport Manager on potential use of the vault in the old Reserve Center Building; the vault has
only cinderblock walls which do not meet FEMA safe room criteria. We are going to add
retrofitting this structure to our project let in our hazard mitigation plan.
Emergency Management (continued)
> Hazard Mitigation Plan
FEMA has revised the criteria and format for approving plans; we are working with our vendor
and the State Emergency Management Office to develop a new format for the plans. We still
have 2 years remaining on our planning grant.
<HR>
POLICE DEPARTMENT/Russ Frantz, Chief
* Police
> Reports: 145
> Arrests: 52
> Total Citations: 119 / Handwritten Citations: 80 / E-Citations: 39 (32.77%)
> Global Records System updates/upgrades
* Dispatch
> Managed 1707 calls for service (Police/Fire/EMS)
* COPs Grant Program
> Worked School zones, Drug tips, and Mall Patrol, group of citizens tour of Police Department
> Assisted evening, midnights, day shift patrol and the DAs office
> Served two search warrants reference drug /homicide case
> Recovered 14.8 grams of Heroin and 1 gram of cocaine
> Set up next alcohol compliance check and ABLE assignment
* CID
> 15 Cases Forwarded to CID for Review
> 3 Felony Cases Assigned / 2 Other Cases Assigned
> 4 Felony Cases Cleared / 2 Other Cases Cleared
> $1,000.00 Total Property Recovered
> 6 Assists with Patrol and Other Agencies
* Accreditation: Lt. King-Accreditation Manager
> Working on proofs for compliance
> Continuing with In-Service policy training on all shifts
> Nuisance alarms letters distributed for the week: 1
* Evidence
> Number of evidence items brought in: 13
> Number of evidence items released: 4
> Number of found property items taken in: 6
> Number of items submitted to the OSBI: 5
> Number of items released from OSBI back to the Police Department: 11
> Number of evidence disposition files/cases cleared: 2
* Animal Control
>Calls Responded: 93 >Impounded animals: 23 >Animals reclaimed: 8 >Animals adopted: 3
* Staff
> Police Officers-59 / 2 open positions / 1 in academy / 1 on light duty / 55 available for service
> Dispatch positions-13 / 7 available for service / 3 in training / 3 open position
> Animal Control Positions-4 / 4 available for service
Friday, December 7, 2012
Dedication Service at Veterans Memorial
This morning at 11:00 am there will be a dedication service for the USS Oklahoma Anchor and the 105 Howitzers at the Veterans Memorail in Woodland Veterans Park.
Wednesday, December 5, 2012
WES WATKINS RESERVOIR OVERSIGHT COMMITTEE MEETING
WES WATKINS RESERVOIR OVERSIGHT COMMITTEE MEETING<br>
<br>
THURSDAY, December 6, 2012 @ 9:00 a.m.<br>
<br>
AGENDA<br>
<br>
<br>
The WES WATKINS RESERVOIR OVERSIGHT COMMITTEE will hold a regular meeting at 9:00 am., Thursday, December 6, 2012 at the SHANNON FREDMAN MUNICIPAL BUILDING, 408 West Broadway, McLoud, Oklahoma, 74851.<br>
<br>
ORDER OF BUSINESS<br>
<br>
1. Call to order.<br>
<br>
2. ROLL CALL - Declare a quorum<br>
<br>
3. Review Minutes June 7 and August 2, 2012 meeting<br>
<br>
4. REPORTS and DISCUSSION:<br>
<br>
a. Lake Revenues<br>
b. Lake Expenses<br>
c. Lake Count<br>
d. Activities<br>
e. Hunting<br>
f. Repairs and updates<br>
g. Equestrian Trails update<br>
<br>
5. QUESTIONS OR COMMENTS<br>
<br>
6. ADJOURNMENT<br>
<br>
THURSDAY, December 6, 2012 @ 9:00 a.m.<br>
<br>
AGENDA<br>
<br>
<br>
The WES WATKINS RESERVOIR OVERSIGHT COMMITTEE will hold a regular meeting at 9:00 am., Thursday, December 6, 2012 at the SHANNON FREDMAN MUNICIPAL BUILDING, 408 West Broadway, McLoud, Oklahoma, 74851.<br>
<br>
ORDER OF BUSINESS<br>
<br>
1. Call to order.<br>
<br>
2. ROLL CALL - Declare a quorum<br>
<br>
3. Review Minutes June 7 and August 2, 2012 meeting<br>
<br>
4. REPORTS and DISCUSSION:<br>
<br>
a. Lake Revenues<br>
b. Lake Expenses<br>
c. Lake Count<br>
d. Activities<br>
e. Hunting<br>
f. Repairs and updates<br>
g. Equestrian Trails update<br>
<br>
5. QUESTIONS OR COMMENTS<br>
<br>
6. ADJOURNMENT<br>
Friday, November 30, 2012
Staff Activity Report for November 18 - 14, 2012
ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director
Engineering Department (no changes this week on any of the projects)
* Main Street Streetscape Project
> Field survey work has been completed and submitted to City for review. Design work likely to begin the first week in March 2013.
* City Wide Streets Evaluation & Inspection
> Work expected to start shortly after the Thanksgiving Holidays and take approximately 4-5 months to complete. Street selections and recommendations for upcoming street paving projects anticipated to be presented to City Commission in April 2013.
* Kickapoo Street Widening Project
> The Bid Opening for the project will be November 15, 2012, and a scheduled Pre-Bid Meeting for Contractors will occur on Friday, November 2, 2012 at the ODOT offices in OKC. A Pre-Bid meeting was held November 8, 2012 and ODOT reports that there were not any significant questions that would result in issuing any Addendum. Award of project will occur at the State Transportation Commission Meeting on December 3, 2012 after ODOT staff reviews the bids and makes a recommendation. Anticipate construction starting by March 2013. Project is estimated to take 18-24 months construction time. Kickapoo will not be closed, and two-way traffic will be maintained at all times. ODOT will handle project advertising, bid opening, bid award, and project administration & inspection. City Staff will assist with inspections during project construction.
* Bell Street Streetscape Project (from Farrall to 7th Street)
> Field survey work completed and preliminary sidewalk plans completed. We received back OG&Es cost proposal for supplying and installing the decorative lights from Farrall to 7th, and their proposal is under review. Enhanced crosswalk at Bell & Farrall will be submitted to ODOT for review and comments although ODOTs traffic/pedestrian study received on October 25, 2012 stated that the traffic study found that no volume warrants were met. Anticipate having final construction plans to advertise project by mid-January 2013.
* Harrison Street Median Landscaping Project (Median just south of I-40 and north of Gordon Cooper Vo-Tech entrance)
> Rudy Construction was awarded the project in the amount of $98,624.00. Work on the Project started September 10, 2012 and project is 100% completed and as-built quantities being determined for final payment and acceptance. Anticipate recommending final acceptance and placing Maintenance Bond into effect at the December 3, 2012 City Commission meeting.
* Airport Trails Project
> Bid Opening for the project was held at the November 5, 2012 City Commission Meeting. Eight bids were received ranging from $633,000.00 to $1,475,000.00. Bids are currently under review and a recommendation will be made to the City Commissioners at their November 19, 2012 Commission meeting. This project will be a complete removal and replacement of the City existing trail(s) around the Airport, and trail widened to 10 feet, approximately 3.75 miles of trail.
* Bryan & Independence Intersection Traffic Signal Project
> Project construction started October 1, 2012 and subcontractor (Rudy Construction) is proceeding with the widening portion of the project. Project was awarded to Traffic & Lighting Systems in the amount of $198,562.60. Work is approximately 85% complete.
* Federal Street Bridge Repair Project
> Plans, bid documents, and specifications have been completed by City Staff and the City Commission on November 5, 2012 authorized staff to advertise the project for bid letting. The Bid Opening for the project is scheduled to occur at the December 17, 2012 City Commission meeting.
* Rehab Concrete Streets Project (FY11-12)
> City Commission awarded the project to All Roads in the amount of $387,409.00. This is our annual concrete streets maintenance contract whereby badly broken and cracked concrete panels are removed and replaced. Focus of this contract will be on Independence from Center to Sequoyah, and work is anticipated to begin the first week in December to coincide with the planned work on Independence just west of Center that the Oklahoma Corporation Commission is proposing to clean up the contaminated area because of gas leakage from the station on the southwest corner of Independence and Center.
<HR>
UTILITY DEPARTMENT/Jim Bierd, Director
* Water Treatment Plant (Staff of 10)
> Average production: *MGD - 4.161 Last week: *MGD - 4.099
> Pumped 1,508,128,000 MG to date compared to 1,451,248,000 MG for same period last year
> Performed routine plant maintenance and water testing
*MGD: Million Gallons Daily
* Southside Wastewater Treatment Plant (Staff of 7)
> Flows averaged: *MGD - 1.052 **BOD - 11 mg/l ***TSS - 0 mg/l
> Performed routine maintenance and testing on the plant
*MGD: Million Gallons Daily **BOD: Biochemical Oxygen Demand ***TSS: Total Suspended Solids
* Northside Wastewater Treatment Plant (Staff of 7)
> Flows averaged: *MGD - 1.038 **BOD - 3.4 mg/l ***TSS - 2.7 mg/l
> 418,000 gallons of bio-solids have been hauled to date for the month of November
> Performed routine maintenance and testing on the plant
*MGD: Million Gallons Daily **BOD: Biochemical Oxygen Demand ***TSS: Total Suspended Solids
* Water Distribution (Staff of 11)
> Service Calls - 47, Water/Sewer Line Locates - 25, Leak Checks - 7, Cut-offs Replaced - 1, Main Breaks Repaired - 4, and Reset Water Meters - 2
> Repaired the following main breaks: 8" at 2200 Airport Drive, 6" at 2129 N. Broadway, 4" at 1305 Charles Drive and 531 N. Patchin.
> Worked Shop Tickets
* Valve Maintenance (staff of 4)
> Located/performed serviceability check on valves at Edwards & Shawnee
> Dug up, raised, and realigned valve boxes at the following locations: Water Treatment Plant x 2
* Wastewater Collection (Staff of 7)
> Sewer lines flushed - 17,825 ft. Flushed (year to date) - 901,810 ft.
> Total Service Calls - 32, Sewer Lines Checked - 17, Lift Stations Checked - 16, and Emergency Sewer Calls - 7
> Worked on the preventative maintenance flusher list and maintenance on Lift Stations
* Capital Projects
> Water Line Replacement Project Midland Street
Bid awarded to Jordan Contractors in the amount of $495,871.00 on September 17, 2012. Construction started on Wednesday, Oct. 31, 2012 with traffic control being set out and materials being transferred to the site. All locating and survey staking along Midland has been completed. Jordan Contractors has lain over 1,200 ft. of pipe.
> Utility System Master Plan
On June 18, 2012 the Commission authorized the Shawnee Municipal Authority to enter into a contract with SRB (Smith Roberts Baldischwiler, LLC) for an amount to not exceed $549,460. A Notice to Proceed was issued on June 25, 2012. Data loggers have been installed and flow meters have been received, and will be utilized for gathering data once installed. We are waiting on software vendor to calibrate flow meters. SRB has collected dater for computer model.
> Sanitary Sewer Rehab Project (Pipe Bursting) (no change on project this week)
Budgeted project amount is $1,000,000.00. This project will begin in the Spring of 2013.
<HR>
PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director
* Planning
> Staff prepared and presented materials for the City Commission meeting held on November 19.
> Staff attended a Steering Committee meeting held by the OU Institute for Quality Communities.
> As of October 2012, the Building Division has issued the following permits:
▪ 38 single-family home permits with an estimated total value of $6 million
▪ $6.8 million in new commercial buildings
▪ $12.7 million in new multi-family buildings
* Current Projects
> Downtown Streetscape Project
Staff is awaiting a funding decision from ODOT on a Transportation Enhancement Grant that was submitted almost two years ago. A survey was recently done of the area and engineering and design work is ongoing so that the project can be bid immediately upon notice of funding decision. Phase 2 of the Streetscape Plan will improve a four-block area of Main Street with new sidewalks, landscaping, street lights, signal lights, pedestrian improvements and utility work. If the City is not successful obtaining a grant, a reduced Phase 2 project will still be implemented.
> Land Development Code
Staff continues work on revising the City's development regulations. The Planning Commission will hold a workshop session on December 5, 2012.
> Wayfinding Study Implementation
Staff is preparing to bid the wayfinding (signage) project in early 2013. At present, review of the previous implementation plan and the preparation of documents for bid are underway.
> Façade Grant Program
The City announced the award of three grants to downtown business owners that will use the match funding to improve the front facades of their buildings. The historically-accurate restoration projects include the removal of non-historic facades and the restoration of historically-accurate and original window features. Work on the Dexter Building at the northeast corner of Bell and Main has already begun.
<HR>
PARKS/CEMETERY/EQUIPMENT SERVICES/James Bryce, Director of Operations
* Parks Maintenance Division (Staff of 10)
> Daily cleanup route on Main Street and in city parks
> Working on Park inspections
> Performing various repairs and graffiti removal in several city parks and buildings
> Mowing and weed eating in some areas including the Lake and dams
> Installed Christmas Decorations
> Winterizing city parks and restrooms
> Straightened Japanese Peace Garden flag poles
* Cemetery Division (staff of 4)
> One (1) burial last week
> Leveling markers
* Central Garage (Staff of 6)
> 19 units in last week with 24 total repairs to vehicles and general servicing of equipment
> Exploring the possible use of CNG/Propane vehicles for city fleet
* Current Projects
> Community Center basketball court resurfacing has begun
> Municipal Swimming Pool architect has been selected; working on the contract
> New Fishing Wharf Construction project nearing completion (no change this week)
> AC repair at City Hall and new AC at Auditorium (Estimate received) (no change this week)
<HR>
AIRPORT/Rex Hennen, Assistant Airport Manager
* Airport Advisory Board
> Regular monthly meeting is scheduled for December 12, 2012
* OK Aeronautics Commission 3 Year Airport Pavement Inspection (no change this week)
> Inspection performed November 19, 2012 - Results will be forthcoming
* Runway Rehabilitation Project (no change on project this week)
> FAA has requested minor wiring modifications to MALSR lights
> Construction substantially complete and full runway is open
* Parallel Taxiway Project (no change on project this week)
> All construction complete and grant(s) close-out is underway
* Hangar 13 Roof Repairs (no change on project this week)
> Repairs have been made at the roof transition between the main hangar and office area.
> Repairs are complete to west side of roof
* Foreign Trade Zone Application (no change on project this week)
> Matthew Weaver reports that the application is under final agency review
* "Oklahoma Certified Site Program - Aerospace Park" (no change on project this week)
> Application is being completed by SEDF and airport staff
<HR>
CITY CLERK'S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
* City Clerk
> Preparation of 11/19/12 City Commission and Authorities minutes
> Preliminary preparation of 12/03/12 City Commission and Authorities agendas
> Routine duties including tort claims, insurance on vehicles and property
* Utility Billing/Customer Service
> Zone 1 Billing (11/20/12) and Zone 1 Cut-off (11/14/12)
> October kiosk revenue: $13,562.40 (176 transactions)
> Routine customer service/billing transactions and issues
<HR>
INFORMATION SYSTEMS/Steve Nolen, Chief Information Officer
> +18 New - 11 Completed = Net 7 gained 237 Outstanding Incidents
> Resolved @ShawneeFD Twitter issues
> Produced/Edited/published 11/19/2012 City Commission Meeting
> Updated police internal webpage
> Resolved connectivity issue at Animal Control facility
> Review / restart web services
> Assigned IPs to new servers, labeled and tested
> Final of virtual server for License Plate Reader system
> Finished and deployed newer presentation laptop commission Chambers
> Misc User, printer and hardware support
> Rescheduled Ch30 for holidays, no News30
> Update social media schedulers for holiday closings
> CIO Nolen co-presented the CHOICES program via Kiwanis to 8th graders
<HR>
HUMAN RESOURCES/Tammy Johnson, Director
> Processing evaluations/PAA's for status changes of employees
> Processing insurance status changes/retirements/resignations
> Updating/maintaining employee records for insurance
> Processing monthly reports for workman's com
> Review and attend WC case proceedings
> Processing new employee insurance/retirement/new hire paperwork
> Conducting interviews for open positions
> Observe crews in the field for safe work procedures
<HR>
FINANCE DEPARTMENT/Cynthia Sementelli, Finance
> Worked on year end
> Prepare statistical sections for CAFR
> Prepared budget amendments
> Worked on bank statements
> Worked on Management Discussion Letter for audit
<HR>
EXPOSITION CENTER/Mike Jackson, Operations Manager
> November 18, Garland Arts & Crafts, Conference Center
> Go Getters RV Rally, Grandstands West
> Red Dirt Agility Show, Fred Humphrey Pavilion
> November 23-24, Bull Sale & Futurity, Otto Krausse Building
> November 24, Excel Auction, Otto Krausse Building
* SC&CDA Board Meeting (no change on project this week)
> Patterson & Associates Construction award bid for roof replacement, siding, and gutter on four
(4) comfort stations in the amount of $47,019.00
<HR>
FIRE DEPARTMENT/David Short, Chief
* Suppression
> Responded to 88 emergency calls: Breakdown of calls: Fires - 7, Rescue/EMS - 64, Service
Calls - 3, Good Intent Calls - 10, False Alarms - 2, Hazardous Conditions - 1, and Special
Incident - 1
* Prevention
New Construction Inspections
> North Rock Creek School Gymnasium
Consultations/Meetings
> Alpha Dynamic Life Safety Systems (OBU Apartments)
Permits and On-Site Inspections
> Open Burn: 104 N. Leo
* Training
> Probationary Fire Fighter three (3) month skills
> Continuation Training seven (7) Probationary Fire Fighters
<HR>
EMERGENCY MANAGEMENT/Don Lynch, Director
* Communications Technician
> Police Department: Repaired spotlight on vehicle; repaired 2 mobile radios/2 hand held radios
> Fire Department: Repaired 1 mobile radio
> Conducted EOC radio tests on Wednesday morning
* Emergency Management Technician
> Worked on completing outstanding immediate priority projects as employee is being promoted
to HR Department
* Emergency Management Director
> Attended Board of County Commissioners Meeting on Monday afternoon
> Revised Job Description for Emergency Management Technician
> Worked on narrowbanding radio licenses
> Coordinated with Radio Project Engineering Consultant on project
* Current Projects (no change on projects this week)
> Radio System
One license remains to modify with Federal Communications Commission for Narrowbanding;
purchase order and Scope of Work list issued to vendor for Narrowbanding.
> Telephone System Replacement
Proposals narrowed to 4 potential systems; scheduling interviews with vendors
> Public Tornado Shelters
Continuing work on draft memorandum of agreement language; Coordinated with Assistant
Airport Manager on potential use of the vault in the old Reserve Center Building; the vault has
only cinderblock walls which do not meet FEMA safe room criteria. We are going to add
retrofitting this structure to our project let in our hazard mitigation plan.
> Hazard Mitigation Plan
FEMA has revised the criteria and format for approving plans; we are working with our vendor
and the State Emergency Management Office to develop a new format for the plans. We still
have 2 years remaining on our planning grant.
<HR>
POLICE DEPARTMENT/Russ Frantz, Chief
* Police
> Reports: 147
> Arrests: 33
> Total Citations: 79 / Handwritten Citations: 47 / E-Citations: 32 (40.51%)
> Kidnapping case: suspect in custody and child returned to parent
> Attempted suicide by gunshot / subject still alive and transported to medical facility
* Dispatch
> Managed 1538 calls for service (Police/Fire/EMS)
* COPs Grant Program
> Worked School zones
> Assisted evening, midnights, and day shift patrol
> 5 arrests; 2 citations; 2 impounds; 3 EODS
> Worked with DAs office; served two search warrants; seized three vehicles
> Assist OSBI with fugitive investigation and assist w/homicide investigation
> Met with citizen regarding drug activity and follow up on reported drug locations
> Assisted with Community events and Honor Guard detail
> Facebook surveillance
* CID
> 6 Cases Forwarded to CID for Review
> 2 Felony Cases Assigned
> 1 Other Case Cleared
> 4 Felony Cases Cleared
> 1 Felony Filed through DA's Office
> 3 No Further needed (NFN) Cases Being Looked Into
> 1 Assists with Patrol and Other Agencies
* Accreditation: Lt. King-Accreditation Manager
> Working on proofs for compliance
> Continuing with In-Service policy training on all shifts
> Assigned IA investigation
* Evidence
> Number of evidence items brought in: 12
> Number of evidence items released: 8
> Number of found property items taken in: 10
> Number of evidence disposition files/cases cleared: 2
> Completed IA investigation
* Animal Control
>Calls Responded: 45 >Impounded animals: 14 >Animals reclaimed: 3 >Animals adopted: 0
* Staff
> Police Officers-59 / 2 open positions / 1 in academy / 1 on light duty / 55 available for service
> Dispatch positions-13 / 7 available for service / 3 in training / 3 open position
> Animal Control Positions-4 / 4 available for service
Engineering Department (no changes this week on any of the projects)
* Main Street Streetscape Project
> Field survey work has been completed and submitted to City for review. Design work likely to begin the first week in March 2013.
* City Wide Streets Evaluation & Inspection
> Work expected to start shortly after the Thanksgiving Holidays and take approximately 4-5 months to complete. Street selections and recommendations for upcoming street paving projects anticipated to be presented to City Commission in April 2013.
* Kickapoo Street Widening Project
> The Bid Opening for the project will be November 15, 2012, and a scheduled Pre-Bid Meeting for Contractors will occur on Friday, November 2, 2012 at the ODOT offices in OKC. A Pre-Bid meeting was held November 8, 2012 and ODOT reports that there were not any significant questions that would result in issuing any Addendum. Award of project will occur at the State Transportation Commission Meeting on December 3, 2012 after ODOT staff reviews the bids and makes a recommendation. Anticipate construction starting by March 2013. Project is estimated to take 18-24 months construction time. Kickapoo will not be closed, and two-way traffic will be maintained at all times. ODOT will handle project advertising, bid opening, bid award, and project administration & inspection. City Staff will assist with inspections during project construction.
* Bell Street Streetscape Project (from Farrall to 7th Street)
> Field survey work completed and preliminary sidewalk plans completed. We received back OG&Es cost proposal for supplying and installing the decorative lights from Farrall to 7th, and their proposal is under review. Enhanced crosswalk at Bell & Farrall will be submitted to ODOT for review and comments although ODOTs traffic/pedestrian study received on October 25, 2012 stated that the traffic study found that no volume warrants were met. Anticipate having final construction plans to advertise project by mid-January 2013.
* Harrison Street Median Landscaping Project (Median just south of I-40 and north of Gordon Cooper Vo-Tech entrance)
> Rudy Construction was awarded the project in the amount of $98,624.00. Work on the Project started September 10, 2012 and project is 100% completed and as-built quantities being determined for final payment and acceptance. Anticipate recommending final acceptance and placing Maintenance Bond into effect at the December 3, 2012 City Commission meeting.
* Airport Trails Project
> Bid Opening for the project was held at the November 5, 2012 City Commission Meeting. Eight bids were received ranging from $633,000.00 to $1,475,000.00. Bids are currently under review and a recommendation will be made to the City Commissioners at their November 19, 2012 Commission meeting. This project will be a complete removal and replacement of the City existing trail(s) around the Airport, and trail widened to 10 feet, approximately 3.75 miles of trail.
* Bryan & Independence Intersection Traffic Signal Project
> Project construction started October 1, 2012 and subcontractor (Rudy Construction) is proceeding with the widening portion of the project. Project was awarded to Traffic & Lighting Systems in the amount of $198,562.60. Work is approximately 85% complete.
* Federal Street Bridge Repair Project
> Plans, bid documents, and specifications have been completed by City Staff and the City Commission on November 5, 2012 authorized staff to advertise the project for bid letting. The Bid Opening for the project is scheduled to occur at the December 17, 2012 City Commission meeting.
* Rehab Concrete Streets Project (FY11-12)
> City Commission awarded the project to All Roads in the amount of $387,409.00. This is our annual concrete streets maintenance contract whereby badly broken and cracked concrete panels are removed and replaced. Focus of this contract will be on Independence from Center to Sequoyah, and work is anticipated to begin the first week in December to coincide with the planned work on Independence just west of Center that the Oklahoma Corporation Commission is proposing to clean up the contaminated area because of gas leakage from the station on the southwest corner of Independence and Center.
<HR>
UTILITY DEPARTMENT/Jim Bierd, Director
* Water Treatment Plant (Staff of 10)
> Average production: *MGD - 4.161 Last week: *MGD - 4.099
> Pumped 1,508,128,000 MG to date compared to 1,451,248,000 MG for same period last year
> Performed routine plant maintenance and water testing
*MGD: Million Gallons Daily
* Southside Wastewater Treatment Plant (Staff of 7)
> Flows averaged: *MGD - 1.052 **BOD - 11 mg/l ***TSS - 0 mg/l
> Performed routine maintenance and testing on the plant
*MGD: Million Gallons Daily **BOD: Biochemical Oxygen Demand ***TSS: Total Suspended Solids
* Northside Wastewater Treatment Plant (Staff of 7)
> Flows averaged: *MGD - 1.038 **BOD - 3.4 mg/l ***TSS - 2.7 mg/l
> 418,000 gallons of bio-solids have been hauled to date for the month of November
> Performed routine maintenance and testing on the plant
*MGD: Million Gallons Daily **BOD: Biochemical Oxygen Demand ***TSS: Total Suspended Solids
* Water Distribution (Staff of 11)
> Service Calls - 47, Water/Sewer Line Locates - 25, Leak Checks - 7, Cut-offs Replaced - 1, Main Breaks Repaired - 4, and Reset Water Meters - 2
> Repaired the following main breaks: 8" at 2200 Airport Drive, 6" at 2129 N. Broadway, 4" at 1305 Charles Drive and 531 N. Patchin.
> Worked Shop Tickets
* Valve Maintenance (staff of 4)
> Located/performed serviceability check on valves at Edwards & Shawnee
> Dug up, raised, and realigned valve boxes at the following locations: Water Treatment Plant x 2
* Wastewater Collection (Staff of 7)
> Sewer lines flushed - 17,825 ft. Flushed (year to date) - 901,810 ft.
> Total Service Calls - 32, Sewer Lines Checked - 17, Lift Stations Checked - 16, and Emergency Sewer Calls - 7
> Worked on the preventative maintenance flusher list and maintenance on Lift Stations
* Capital Projects
> Water Line Replacement Project Midland Street
Bid awarded to Jordan Contractors in the amount of $495,871.00 on September 17, 2012. Construction started on Wednesday, Oct. 31, 2012 with traffic control being set out and materials being transferred to the site. All locating and survey staking along Midland has been completed. Jordan Contractors has lain over 1,200 ft. of pipe.
> Utility System Master Plan
On June 18, 2012 the Commission authorized the Shawnee Municipal Authority to enter into a contract with SRB (Smith Roberts Baldischwiler, LLC) for an amount to not exceed $549,460. A Notice to Proceed was issued on June 25, 2012. Data loggers have been installed and flow meters have been received, and will be utilized for gathering data once installed. We are waiting on software vendor to calibrate flow meters. SRB has collected dater for computer model.
> Sanitary Sewer Rehab Project (Pipe Bursting) (no change on project this week)
Budgeted project amount is $1,000,000.00. This project will begin in the Spring of 2013.
<HR>
PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director
* Planning
> Staff prepared and presented materials for the City Commission meeting held on November 19.
> Staff attended a Steering Committee meeting held by the OU Institute for Quality Communities.
> As of October 2012, the Building Division has issued the following permits:
▪ 38 single-family home permits with an estimated total value of $6 million
▪ $6.8 million in new commercial buildings
▪ $12.7 million in new multi-family buildings
* Current Projects
> Downtown Streetscape Project
Staff is awaiting a funding decision from ODOT on a Transportation Enhancement Grant that was submitted almost two years ago. A survey was recently done of the area and engineering and design work is ongoing so that the project can be bid immediately upon notice of funding decision. Phase 2 of the Streetscape Plan will improve a four-block area of Main Street with new sidewalks, landscaping, street lights, signal lights, pedestrian improvements and utility work. If the City is not successful obtaining a grant, a reduced Phase 2 project will still be implemented.
> Land Development Code
Staff continues work on revising the City's development regulations. The Planning Commission will hold a workshop session on December 5, 2012.
> Wayfinding Study Implementation
Staff is preparing to bid the wayfinding (signage) project in early 2013. At present, review of the previous implementation plan and the preparation of documents for bid are underway.
> Façade Grant Program
The City announced the award of three grants to downtown business owners that will use the match funding to improve the front facades of their buildings. The historically-accurate restoration projects include the removal of non-historic facades and the restoration of historically-accurate and original window features. Work on the Dexter Building at the northeast corner of Bell and Main has already begun.
<HR>
PARKS/CEMETERY/EQUIPMENT SERVICES/James Bryce, Director of Operations
* Parks Maintenance Division (Staff of 10)
> Daily cleanup route on Main Street and in city parks
> Working on Park inspections
> Performing various repairs and graffiti removal in several city parks and buildings
> Mowing and weed eating in some areas including the Lake and dams
> Installed Christmas Decorations
> Winterizing city parks and restrooms
> Straightened Japanese Peace Garden flag poles
* Cemetery Division (staff of 4)
> One (1) burial last week
> Leveling markers
* Central Garage (Staff of 6)
> 19 units in last week with 24 total repairs to vehicles and general servicing of equipment
> Exploring the possible use of CNG/Propane vehicles for city fleet
* Current Projects
> Community Center basketball court resurfacing has begun
> Municipal Swimming Pool architect has been selected; working on the contract
> New Fishing Wharf Construction project nearing completion (no change this week)
> AC repair at City Hall and new AC at Auditorium (Estimate received) (no change this week)
<HR>
AIRPORT/Rex Hennen, Assistant Airport Manager
* Airport Advisory Board
> Regular monthly meeting is scheduled for December 12, 2012
* OK Aeronautics Commission 3 Year Airport Pavement Inspection (no change this week)
> Inspection performed November 19, 2012 - Results will be forthcoming
* Runway Rehabilitation Project (no change on project this week)
> FAA has requested minor wiring modifications to MALSR lights
> Construction substantially complete and full runway is open
* Parallel Taxiway Project (no change on project this week)
> All construction complete and grant(s) close-out is underway
* Hangar 13 Roof Repairs (no change on project this week)
> Repairs have been made at the roof transition between the main hangar and office area.
> Repairs are complete to west side of roof
* Foreign Trade Zone Application (no change on project this week)
> Matthew Weaver reports that the application is under final agency review
* "Oklahoma Certified Site Program - Aerospace Park" (no change on project this week)
> Application is being completed by SEDF and airport staff
<HR>
CITY CLERK'S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
* City Clerk
> Preparation of 11/19/12 City Commission and Authorities minutes
> Preliminary preparation of 12/03/12 City Commission and Authorities agendas
> Routine duties including tort claims, insurance on vehicles and property
* Utility Billing/Customer Service
> Zone 1 Billing (11/20/12) and Zone 1 Cut-off (11/14/12)
> October kiosk revenue: $13,562.40 (176 transactions)
> Routine customer service/billing transactions and issues
<HR>
INFORMATION SYSTEMS/Steve Nolen, Chief Information Officer
> +18 New - 11 Completed = Net 7 gained 237 Outstanding Incidents
> Resolved @ShawneeFD Twitter issues
> Produced/Edited/published 11/19/2012 City Commission Meeting
> Updated police internal webpage
> Resolved connectivity issue at Animal Control facility
> Review / restart web services
> Assigned IPs to new servers, labeled and tested
> Final of virtual server for License Plate Reader system
> Finished and deployed newer presentation laptop commission Chambers
> Misc User, printer and hardware support
> Rescheduled Ch30 for holidays, no News30
> Update social media schedulers for holiday closings
> CIO Nolen co-presented the CHOICES program via Kiwanis to 8th graders
<HR>
HUMAN RESOURCES/Tammy Johnson, Director
> Processing evaluations/PAA's for status changes of employees
> Processing insurance status changes/retirements/resignations
> Updating/maintaining employee records for insurance
> Processing monthly reports for workman's com
> Review and attend WC case proceedings
> Processing new employee insurance/retirement/new hire paperwork
> Conducting interviews for open positions
> Observe crews in the field for safe work procedures
<HR>
FINANCE DEPARTMENT/Cynthia Sementelli, Finance
> Worked on year end
> Prepare statistical sections for CAFR
> Prepared budget amendments
> Worked on bank statements
> Worked on Management Discussion Letter for audit
<HR>
EXPOSITION CENTER/Mike Jackson, Operations Manager
> November 18, Garland Arts & Crafts, Conference Center
> Go Getters RV Rally, Grandstands West
> Red Dirt Agility Show, Fred Humphrey Pavilion
> November 23-24, Bull Sale & Futurity, Otto Krausse Building
> November 24, Excel Auction, Otto Krausse Building
* SC&CDA Board Meeting (no change on project this week)
> Patterson & Associates Construction award bid for roof replacement, siding, and gutter on four
(4) comfort stations in the amount of $47,019.00
<HR>
FIRE DEPARTMENT/David Short, Chief
* Suppression
> Responded to 88 emergency calls: Breakdown of calls: Fires - 7, Rescue/EMS - 64, Service
Calls - 3, Good Intent Calls - 10, False Alarms - 2, Hazardous Conditions - 1, and Special
Incident - 1
* Prevention
New Construction Inspections
> North Rock Creek School Gymnasium
Consultations/Meetings
> Alpha Dynamic Life Safety Systems (OBU Apartments)
Permits and On-Site Inspections
> Open Burn: 104 N. Leo
* Training
> Probationary Fire Fighter three (3) month skills
> Continuation Training seven (7) Probationary Fire Fighters
<HR>
EMERGENCY MANAGEMENT/Don Lynch, Director
* Communications Technician
> Police Department: Repaired spotlight on vehicle; repaired 2 mobile radios/2 hand held radios
> Fire Department: Repaired 1 mobile radio
> Conducted EOC radio tests on Wednesday morning
* Emergency Management Technician
> Worked on completing outstanding immediate priority projects as employee is being promoted
to HR Department
* Emergency Management Director
> Attended Board of County Commissioners Meeting on Monday afternoon
> Revised Job Description for Emergency Management Technician
> Worked on narrowbanding radio licenses
> Coordinated with Radio Project Engineering Consultant on project
* Current Projects (no change on projects this week)
> Radio System
One license remains to modify with Federal Communications Commission for Narrowbanding;
purchase order and Scope of Work list issued to vendor for Narrowbanding.
> Telephone System Replacement
Proposals narrowed to 4 potential systems; scheduling interviews with vendors
> Public Tornado Shelters
Continuing work on draft memorandum of agreement language; Coordinated with Assistant
Airport Manager on potential use of the vault in the old Reserve Center Building; the vault has
only cinderblock walls which do not meet FEMA safe room criteria. We are going to add
retrofitting this structure to our project let in our hazard mitigation plan.
> Hazard Mitigation Plan
FEMA has revised the criteria and format for approving plans; we are working with our vendor
and the State Emergency Management Office to develop a new format for the plans. We still
have 2 years remaining on our planning grant.
<HR>
POLICE DEPARTMENT/Russ Frantz, Chief
* Police
> Reports: 147
> Arrests: 33
> Total Citations: 79 / Handwritten Citations: 47 / E-Citations: 32 (40.51%)
> Kidnapping case: suspect in custody and child returned to parent
> Attempted suicide by gunshot / subject still alive and transported to medical facility
* Dispatch
> Managed 1538 calls for service (Police/Fire/EMS)
* COPs Grant Program
> Worked School zones
> Assisted evening, midnights, and day shift patrol
> 5 arrests; 2 citations; 2 impounds; 3 EODS
> Worked with DAs office; served two search warrants; seized three vehicles
> Assist OSBI with fugitive investigation and assist w/homicide investigation
> Met with citizen regarding drug activity and follow up on reported drug locations
> Assisted with Community events and Honor Guard detail
> Facebook surveillance
* CID
> 6 Cases Forwarded to CID for Review
> 2 Felony Cases Assigned
> 1 Other Case Cleared
> 4 Felony Cases Cleared
> 1 Felony Filed through DA's Office
> 3 No Further needed (NFN) Cases Being Looked Into
> 1 Assists with Patrol and Other Agencies
* Accreditation: Lt. King-Accreditation Manager
> Working on proofs for compliance
> Continuing with In-Service policy training on all shifts
> Assigned IA investigation
* Evidence
> Number of evidence items brought in: 12
> Number of evidence items released: 8
> Number of found property items taken in: 10
> Number of evidence disposition files/cases cleared: 2
> Completed IA investigation
* Animal Control
>Calls Responded: 45 >Impounded animals: 14 >Animals reclaimed: 3 >Animals adopted: 0
* Staff
> Police Officers-59 / 2 open positions / 1 in academy / 1 on light duty / 55 available for service
> Dispatch positions-13 / 7 available for service / 3 in training / 3 open position
> Animal Control Positions-4 / 4 available for service
Monday, November 26, 2012
Staff Activity Report for November 11 - 17, 2012
ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director
Engineering Department (no changes this week on any of the projects)
* Main Street Streetscape Project
> Field survey work has been completed and submitted to City for review. Design work likely to begin the first week in March 2013.
* City Wide Streets Evaluation & Inspection
> Work expected to start shortly after the Thanksgiving Holidays and take approximately 4-5 months to complete. Street selections and recommendations for upcoming street paving projects anticipated to be presented to City Commission in April 2013.
* Kickapoo Street Widening Project
> The Bid Opening for the project will be November 15, 2012, and a scheduled Pre-Bid Meeting for Contractors will occur on Friday, November 2, 2012 at the ODOT offices in OKC. A Pre-Bid meeting was held November 8, 2012 and ODOT reports that there were not any significant questions that would result in issuing any Addendum. Award of project will occur at the State Transportation Commission Meeting on December 3, 2012 after ODOT staff reviews the bids and makes a recommendation. Anticipate construction starting by March 2013. Project is estimated to take 18-24 months construction time. Kickapoo will not be closed, and two-way traffic will be maintained at all times. ODOT will handle project advertising, bid opening, bid award, and project administration & inspection. City Staff will assist with inspections during project construction.
* Bell Street Streetscape Project (from Farrall to 7th Street)
> Field survey work completed and preliminary sidewalk plans completed. We received back OG&Es cost proposal for supplying and installing the decorative lights from Farrall to 7th, and their proposal is under review. Enhanced crosswalk at Bell & Farrall will be submitted to ODOT for review and comments although ODOTs traffic/pedestrian study received on October 25, 2012 stated that the traffic study found that no volume warrants were met. Anticipate having final construction plans to advertise project by mid-January 2013.
* Harrison Street Median Landscaping Project (Median just south of I-40 and north of Gordon Cooper Vo-Tech entrance)
> Rudy Construction was awarded the project in the amount of $98,624.00. Work on the Project started September 10, 2012 and project is 100% completed and as-built quantities being determined for final payment and acceptance. Anticipate recommending final acceptance and placing Maintenance Bond into effect at the December 3, 2012 City Commission meeting.
* Airport Trails Project
> Bid Opening for the project was held at the November 5, 2012 City Commission Meeting. Eight bids were received ranging from $633,000.00 to $1,475,000.00. Bids are currently under review and a recommendation will be made to the City Commissioners at their November 19, 2012 Commission meeting. This project will be a complete removal and replacement of the City existing trail(s) around the Airport, and trail widened to 10 feet, approximately 3.75 miles of trail.
* Bryan & Independence Intersection Traffic Signal Project
> Project construction started October 1, 2012 and subcontractor (Rudy Construction) is proceeding with the widening portion of the project. Project was awarded to Traffic & Lighting Systems in the amount of $198,562.60. Work is approximately 85% complete.
* Federal Street Bridge Repair Project
> Plans, bid documents, and specifications have been completed by City Staff and the City Commission on November 5, 2012 authorized staff to advertise the project for bid letting. The Bid Opening for the project is scheduled to occur at the December 17, 2012 City Commission meeting.
* Rehab Concrete Streets Project (FY11-12)
> City Commission awarded the project to All Roads in the amount of $387,409.00. This is our annual concrete streets maintenance contract whereby badly broken and cracked concrete panels are removed and replaced. Focus of this contract will be on Independence from Center to Sequoyah, and work is anticipated to begin the first week in December to coincide with the planned work on Independence just west of Center that the Oklahoma Corporation Commission is proposing to clean up the contaminated area because of gas leakage from the station on the southwest corner of Independence and Center.
<HR>
UTILITY DEPARTMENT/Jim Bierd, Director
* Water Treatment Plant (Staff of 10)
> Average production: *MGD - 4.099 Last week: *MGD - 4.2758
> Pumped 1,478,499,000 MG to date compared to 1,428,435,000 MG for same period last year
> Performed routine plant maintenance and water testing
*MGD: Million Gallons Daily
* Southside Wastewater Treatment Plant (Staff of 7)
> Flows averaged: *MGD - 1.052 **BOD - 8 mg/l ***TSS - 0 mg/l
> Performed routine maintenance and testing on the plant
*MGD: Million Gallons Daily **BOD: Biochemical Oxygen Demand ***TSS: Total Suspended Solids
* Northside Wastewater Treatment Plant (Staff of 7)
> Flows averaged: *MGD - 1.162 **BOD - 4.0 mg/l ***TSS - 2.5 mg/l
> 291,500 gallons of bio-solids have been hauled to date for the month of November
> Performed routine maintenance and testing on the plant
*MGD: Million Gallons Daily **BOD: Biochemical Oxygen Demand ***TSS: Total Suspended Solids
* Water Distribution (Staff of 11)
> Service Calls - 67, Water/Sewer Line Locates - 25, Leak Checks - 8, Cut-offs Replaced - 7, Main Breaks Repaired - 1, and Reset Water Meters - 2
> Repaired the following main break: 1117 E. Chandler
> Worked Shop Tickets
* Valve Maintenance (staff of 4)
> Located and performed serviceability check on valves at the following locations: McKinley & Grant, 1701 Airport Drive, 334 S. Minnesota, Minnesota & Farrall, and Pennsylvania & Farrall.
> Dug up, raised, and realigned valve boxes at the following locations: 1001 N. Center and the City of Shawnee Water Treatment Plant.
* Wastewater Collection (Staff of 7)
> Sewer lines flushed - 9,925 ft. Flushed (year to date) - 883,985 ft.
> Total Service Calls - 24, Sewer Lines Checked - 11, Lift Stations Checked - 19, and Emergency Sewer Calls - 5
> Rehab sewer manhole in front of Delta Café
> Repaired an 8" sewer main behind 602 N. Oklahoma
> Repaired a 10" sewer main behind 912 N. McKinley
> Worked on the preventative maintenance flusher list and maintenance on Lift Stations
* Capital Projects
> Water Line Replacement Project Midland Street
Bid awarded to Jordan Contractors in the amount of $495,871.00 on September 17, 2012. Construction started on Wednesday, Oct. 31, 2012 with traffic control being set out and materials being transferred to the site. All locating and survey staking along Midland has been completed. Jordan Contractors has lain over 800 ft. of pipe.
> Utility System Master Plan (no change on project this week)
On June 18, 2012 the Commission authorized the Shawnee Municipal Authority to enter into a contract with SRB (Smith Roberts Baldischwiler, LLC) for an amount to not exceed $549,460. A Notice to Proceed was issued on June 25, 2012. Data loggers have been installed and flow meters have been received, and will be utilized for gathering data once installed. When IT has completed installation of the software we will install the flow meters. SRB conducted a site visit on October 10, 2012 to collect data for computer model.
> Sanitary Sewer Rehab Project (Pipe Bursting) (no change on project this week)
Budgeted project amount is $1,000,000.00. This project will begin in the Spring of 2013.
PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director
* Planning
> Staff attended the Chamber Beautification Meeting.
> Staff continued assisting in the coordination of the annual Christmas Parade.
> Staff attended the Shawnee Economic Development Foundation monthly meeting.
> Staff held nuisance abatement hearings and ordered two structures removed.
▪ So far in 2012, the City has ordered 31 structures removed.
▪ Over 25 structures have been removed to date.
* Current Projects (no changes this week on any of the projects)
> Downtown Streetscape Project: Staff is awaiting a funding decision from ODOT on a Transportation Enhancement Grant that was submitted almost two years ago. A survey was recently done of the area and engineering and design work is ongoing so that the project can be bid immediately upon notice of funding decision. Phase 2 of the Streetscape Plan will improve a four-block area of Main Street with new sidewalks, landscaping, street lights, signal lights, pedestrian improvements and utility work.
> Land Development Code: Staff continues work on revising the City's development regulations. The Planning Commission will hold a workshop session on December 5, 2012.
> Wayfinding Study Implementation: Staff is preparing to bid the wayfinding (signage) project in early 2013.
> Façade Grant Program: The City announced the award of three grants to downtown business owners that will use the match funding to improve the front facades of their buildings. The historically-accurate restoration projects include the removal of non-historic facades and the restoration of historically-accurate and original window features.
<HR>
PARKS/CEMETERY/EQUIPMENT SERVICES/James Bryce, Director of Operations
* Parks Maintenance Division (Staff of 10)
> Daily cleanup route on Main Street and in city parks
> Working on Park inspections
> Performing various repairs and graffiti removal in several city parks and buildings
> Mowing and weed eating in some areas including the Lake and dams
> Helping Traffic Control with the installation of Snowflakes
> Installing Christmas Decorations in Woodland Veterans Park and Life Park
* Cemetery Division (staff of 4)
> No burials last week
> Leveling markers and removing dead trees
* Central Garage (Staff of 6)
> 20 units in last week with 25 total repairs to vehicles and general servicing of equipment
> Ordering new truck for Utilities Department
> Exploring the possible use of CNG/Propane vehicles for city fleet
* Current Projects (no change on projects this week)
> Working on Community Center Tennis Court repurposing (basketball court)
> Municipal Swimming Pool interviews have been completed .
> New Fishing Wharf Construction project nearing completion
> AC repair at City Hall and new AC at Auditorium (Estimates have been received)
<HR>
AIRPORT/Rex Hennen, Assistant Airport Manager
* Airport Advisory Board
> Regular monthly meeting scheduled on November 21, 2012 was cancelled
* Oklahoma Aeronautics Commission 3 Year Airport/Pavement Inspection
> Inspection performed November 19, 2012 - Results will be forthcoming
* Runway Rehabilitation Project
> FAA has requested minor wiring modifications to MALSR lights
> Construction substantially complete and full runway is open
* Parallel Taxiway Project
> All construction complete and grant(s) close-out is underway
* Hangar 13 Roof Repairs (no change on project this week)
> Repairs have been made at the roof transition between the main hangar and office area.
> Repairs are complete to west side of roof
* Foreign Trade Zone Application (no change on project this week)
> Matthew Weaver reports that the application is under final agency review
* "Oklahoma Certified Site Program - Aerospace Park" (no change on project this week)
> Application is being completed by SEDF and airport staff
<HR>
CITY CLERK'S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
* City Clerk
> Preparation of 11/19/12 City Commission and Authorities minutes
> Routine duties including tort claims, insurance on vehicles and property
* Utility Billing/Customer Service
> Zone 1 Billing (11/19/12) and Zone 1 Cut-off (11/14/12)
> Routine customer service/billing transactions and issues
<HR>
INFORMATION SYSTEMS/Steve Nolen, Chief Information Officer
> +21 new incidents - 9 completed = Net 9 added | 237 outstanding
>In Depth backup processes / systems review and recommendation letter
>All IT staff attended OGITA Mobile Device Management Conference in OKC Weds
>Update Firehouse auto tasks and Fire dashboard system / test
>Open up various web URLs for temporary file access
>Assist Police for evidence room security alarm installation
>Continued software deployments on new Tough books system
>Install / configure Flow / Pressure tracking software for SMA on temporary laptop
>Resolve user error on RDP connections - still using old server
>Review / resolve video playback issues for Fire Station
>Assisted various City Departments with hardware and software issues
>Work with Access Control vendor for door issues
>Work with Access Control vendor for system upgrades / performance issues
>Deployed replacement presentation system in Commission Chambers
<HR>
HUMAN RESOURCES/Tammy Johnson, Director
> Processing evaluations/PAA's for status changes of employees
> Processing insurance status changes/retirements/resignations
> Updating/maintaining employee records for insurance
> Processing monthly reports for workman's com
> Review and attend WC case proceedings
> Processing new employee insurance/retirement/new hire paperwork
> Conducting interviews for open positions
> Observe crews in the field for safe work procedures
<HR>
FINANCE DEPARTMENT/Cynthia Sementelli, Finance
> Worked on year end
> Prepare statistical sections for CAFR
> Prepared budget amendments
> Worked on bank statements
> Worked on Management Discussion Letter for audit
> Prepare for Commission meeting- bond issue
<HR>
EXPOSITION CENTER/Mike Jackson, Operations Manager
> November 13, Lincoln Co. Farm Center Banquet, Conference Center
> November 15, Women of Distinction Conference, Conference Center
> Canadian Valley, Conference Center
> SC&CDA Board Meeting
> November 16-17, Good Sams Planning Meeting, Conference Center
> November 16-18, Red Dirt Agility Show, Fred Humphrey Pavilion
> November 17-18, Garland Arts & Crafts Show, Conference Center
> November 17-18, Go Getters RV Rally, Grandstands West
> November 17, Miears Auction, Otto Krausse Building
* SC&CDA Board Meeting
> Patterson & Associates Construction award bid for roof replacement, siding, and gutter on four
(4) comfort stations in the amount of $47,019.00
<HR>
FIRE DEPARTMENT/David Short, Chief
* Suppression
> Responded to 108 emergency calls: Breakdown of calls: Fires - 6, Rescue/EMS - 66, Service
Calls - 8, Good Intent Calls - 18, False Alarms - 7, and Hazardous Conditions - 3
* Prevention
New Construction Inspections
> Cottage Park, N. Kickapoo (50%)
> Primrose Community, 1905 N. Bryan
Requested/Administrative Inspections
> St. Gregory's Home Integration, 1900 W. MacArthur
Consultations/Meetings
> Al-Ko Kober, 201 S. Kennedy
Permits and On-Site Inspections
> Open Burns: 43106 E. MacArthur, 10 Mohican Circle, and 1001 S. Beard
* Training
> Continuation Training of Seven (7) probationary Fire Fighters
<HR>
EMERGENCY MANAGEMENT/Don Lynch, Director
* Communications Technician
> Removed emergency lights, radios, and other equipment from 2 police vehicles being taken out
of service
> Performed weekly maintenance and exercising of Emergency Management vehicles
> Performed weekly radio tests in Emergency Operations Center
* Emergency Management Technician
> Processed new street additions with County 9-1-1 Addressing Technician
> Continued to work with Blackboard Connect to get phone numbers and data from Municipal
Court into system for automated calling of warrant holders
* Emergency Management Director
> Participated in the EM group radio tests on Tuesday night
> Participated in a tabletop exercise concerning theoretical breach of the Norman (Lake
Thunderbird) Dam on Thursday
* Current Projects
> Radio System: One license remains to modify with Federal Communications Commission for
Narrowbanding; purchase order and scope of Work list issued to vendor for Narrowbanding.
> Telephone System Replacement: Proposals narrowed to 4 potential systems; scheduling
interviews with vendors
> Public Tornado Shelters: Continuing work on draft memorandum of agreement language;
Coordinated with Assistant Airport Manager on potential use of the vault in the old Reserve
Center Building. Unfortunately, the vault has only cinderblock walls which do not meet FEMA
safe room criteria. We are going to add retrofitting this structure to our project let in our hazard
mitigation plan.
> Hazard Mitigation Plan: FEMA has revised the criteria and format for approving plans; we are
working with our vendor and the State Emergency Management Office to develop a new format
for the plans. We still have 2 years remaining on our planning grant.
<HR>
POLICE DEPARTMENT/Russ Frantz, Chief
* Police
> Reports: 135
> Total Citations: 90 / Handwritten Citations: 62 / E-Citations: 28 (31.11%)
> Shawnee PD Gang Unit located/arrested a shooting suspect wanted in OKC shooting incident
> Retired Shawnee Police Officer funeral detail
* Dispatch
> Managed 1581 calls for service (Police/Fire/EMS)
* COPs Grant Program
> Follow up on drug tips and reported drug locations
> Assisted evening and day shift patrol,
> Worked with DAs office on Marijuana grow case and homicide case
> Met with citizen regarding drug activity
> Honor Guard for Retired Officer funeral
> Honor Guard practice for Law Enforcement Memorial Ceremony
* CID
> 17 Cases Forwarded to CID for Review
> 3 Felony Cases Assigned / 1 Misdemeanor Case Assigned
> 13 Other Cases Assigned / 8 Other Cases Cleared
> 7 Felony Cases Cleared / 0 Misdemeanor Cases Cleared
> 1 Felony Filed through DA's Office
> $17,800.00 Total Property Recovered
> 5 No Further needed (NFN) Cases Being Looked Into
> 5 Assists with Patrol and Other Agencies
> 2 Cell Phone Forensic Cases
* Accreditation: Lt. King-Accreditation Manager
> Working on proofs for compliance
> Continuing with In-Service policy training on all shifts
> Nuisance alarms letters distributed for the week: 1
* Evidence
> Number of evidence items brought in: 19
> Number of found property items taken in: 15
> Number of found property items returned to owner: 9
> Number of items submitted to the OSBI: 4
> Number of police reports taken: 1
* Staff
> Police Officers-59 / 2 open positions / 1 in academy / 1 on light duty / 55 available for service
> Dispatch positions-13 / 7 available for service / 4 in training / two open position
> Animal Control Positions-4 / 4 available for service
* Animal Control
>Calls Responded: 66 >Impounded animals: 21 >Animals reclaimed: 2 >Animals adopted: 2
Engineering Department (no changes this week on any of the projects)
* Main Street Streetscape Project
> Field survey work has been completed and submitted to City for review. Design work likely to begin the first week in March 2013.
* City Wide Streets Evaluation & Inspection
> Work expected to start shortly after the Thanksgiving Holidays and take approximately 4-5 months to complete. Street selections and recommendations for upcoming street paving projects anticipated to be presented to City Commission in April 2013.
* Kickapoo Street Widening Project
> The Bid Opening for the project will be November 15, 2012, and a scheduled Pre-Bid Meeting for Contractors will occur on Friday, November 2, 2012 at the ODOT offices in OKC. A Pre-Bid meeting was held November 8, 2012 and ODOT reports that there were not any significant questions that would result in issuing any Addendum. Award of project will occur at the State Transportation Commission Meeting on December 3, 2012 after ODOT staff reviews the bids and makes a recommendation. Anticipate construction starting by March 2013. Project is estimated to take 18-24 months construction time. Kickapoo will not be closed, and two-way traffic will be maintained at all times. ODOT will handle project advertising, bid opening, bid award, and project administration & inspection. City Staff will assist with inspections during project construction.
* Bell Street Streetscape Project (from Farrall to 7th Street)
> Field survey work completed and preliminary sidewalk plans completed. We received back OG&Es cost proposal for supplying and installing the decorative lights from Farrall to 7th, and their proposal is under review. Enhanced crosswalk at Bell & Farrall will be submitted to ODOT for review and comments although ODOTs traffic/pedestrian study received on October 25, 2012 stated that the traffic study found that no volume warrants were met. Anticipate having final construction plans to advertise project by mid-January 2013.
* Harrison Street Median Landscaping Project (Median just south of I-40 and north of Gordon Cooper Vo-Tech entrance)
> Rudy Construction was awarded the project in the amount of $98,624.00. Work on the Project started September 10, 2012 and project is 100% completed and as-built quantities being determined for final payment and acceptance. Anticipate recommending final acceptance and placing Maintenance Bond into effect at the December 3, 2012 City Commission meeting.
* Airport Trails Project
> Bid Opening for the project was held at the November 5, 2012 City Commission Meeting. Eight bids were received ranging from $633,000.00 to $1,475,000.00. Bids are currently under review and a recommendation will be made to the City Commissioners at their November 19, 2012 Commission meeting. This project will be a complete removal and replacement of the City existing trail(s) around the Airport, and trail widened to 10 feet, approximately 3.75 miles of trail.
* Bryan & Independence Intersection Traffic Signal Project
> Project construction started October 1, 2012 and subcontractor (Rudy Construction) is proceeding with the widening portion of the project. Project was awarded to Traffic & Lighting Systems in the amount of $198,562.60. Work is approximately 85% complete.
* Federal Street Bridge Repair Project
> Plans, bid documents, and specifications have been completed by City Staff and the City Commission on November 5, 2012 authorized staff to advertise the project for bid letting. The Bid Opening for the project is scheduled to occur at the December 17, 2012 City Commission meeting.
* Rehab Concrete Streets Project (FY11-12)
> City Commission awarded the project to All Roads in the amount of $387,409.00. This is our annual concrete streets maintenance contract whereby badly broken and cracked concrete panels are removed and replaced. Focus of this contract will be on Independence from Center to Sequoyah, and work is anticipated to begin the first week in December to coincide with the planned work on Independence just west of Center that the Oklahoma Corporation Commission is proposing to clean up the contaminated area because of gas leakage from the station on the southwest corner of Independence and Center.
<HR>
UTILITY DEPARTMENT/Jim Bierd, Director
* Water Treatment Plant (Staff of 10)
> Average production: *MGD - 4.099 Last week: *MGD - 4.2758
> Pumped 1,478,499,000 MG to date compared to 1,428,435,000 MG for same period last year
> Performed routine plant maintenance and water testing
*MGD: Million Gallons Daily
* Southside Wastewater Treatment Plant (Staff of 7)
> Flows averaged: *MGD - 1.052 **BOD - 8 mg/l ***TSS - 0 mg/l
> Performed routine maintenance and testing on the plant
*MGD: Million Gallons Daily **BOD: Biochemical Oxygen Demand ***TSS: Total Suspended Solids
* Northside Wastewater Treatment Plant (Staff of 7)
> Flows averaged: *MGD - 1.162 **BOD - 4.0 mg/l ***TSS - 2.5 mg/l
> 291,500 gallons of bio-solids have been hauled to date for the month of November
> Performed routine maintenance and testing on the plant
*MGD: Million Gallons Daily **BOD: Biochemical Oxygen Demand ***TSS: Total Suspended Solids
* Water Distribution (Staff of 11)
> Service Calls - 67, Water/Sewer Line Locates - 25, Leak Checks - 8, Cut-offs Replaced - 7, Main Breaks Repaired - 1, and Reset Water Meters - 2
> Repaired the following main break: 1117 E. Chandler
> Worked Shop Tickets
* Valve Maintenance (staff of 4)
> Located and performed serviceability check on valves at the following locations: McKinley & Grant, 1701 Airport Drive, 334 S. Minnesota, Minnesota & Farrall, and Pennsylvania & Farrall.
> Dug up, raised, and realigned valve boxes at the following locations: 1001 N. Center and the City of Shawnee Water Treatment Plant.
* Wastewater Collection (Staff of 7)
> Sewer lines flushed - 9,925 ft. Flushed (year to date) - 883,985 ft.
> Total Service Calls - 24, Sewer Lines Checked - 11, Lift Stations Checked - 19, and Emergency Sewer Calls - 5
> Rehab sewer manhole in front of Delta Café
> Repaired an 8" sewer main behind 602 N. Oklahoma
> Repaired a 10" sewer main behind 912 N. McKinley
> Worked on the preventative maintenance flusher list and maintenance on Lift Stations
* Capital Projects
> Water Line Replacement Project Midland Street
Bid awarded to Jordan Contractors in the amount of $495,871.00 on September 17, 2012. Construction started on Wednesday, Oct. 31, 2012 with traffic control being set out and materials being transferred to the site. All locating and survey staking along Midland has been completed. Jordan Contractors has lain over 800 ft. of pipe.
> Utility System Master Plan (no change on project this week)
On June 18, 2012 the Commission authorized the Shawnee Municipal Authority to enter into a contract with SRB (Smith Roberts Baldischwiler, LLC) for an amount to not exceed $549,460. A Notice to Proceed was issued on June 25, 2012. Data loggers have been installed and flow meters have been received, and will be utilized for gathering data once installed. When IT has completed installation of the software we will install the flow meters. SRB conducted a site visit on October 10, 2012 to collect data for computer model.
> Sanitary Sewer Rehab Project (Pipe Bursting) (no change on project this week)
Budgeted project amount is $1,000,000.00. This project will begin in the Spring of 2013.
PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director
* Planning
> Staff attended the Chamber Beautification Meeting.
> Staff continued assisting in the coordination of the annual Christmas Parade.
> Staff attended the Shawnee Economic Development Foundation monthly meeting.
> Staff held nuisance abatement hearings and ordered two structures removed.
▪ So far in 2012, the City has ordered 31 structures removed.
▪ Over 25 structures have been removed to date.
* Current Projects (no changes this week on any of the projects)
> Downtown Streetscape Project: Staff is awaiting a funding decision from ODOT on a Transportation Enhancement Grant that was submitted almost two years ago. A survey was recently done of the area and engineering and design work is ongoing so that the project can be bid immediately upon notice of funding decision. Phase 2 of the Streetscape Plan will improve a four-block area of Main Street with new sidewalks, landscaping, street lights, signal lights, pedestrian improvements and utility work.
> Land Development Code: Staff continues work on revising the City's development regulations. The Planning Commission will hold a workshop session on December 5, 2012.
> Wayfinding Study Implementation: Staff is preparing to bid the wayfinding (signage) project in early 2013.
> Façade Grant Program: The City announced the award of three grants to downtown business owners that will use the match funding to improve the front facades of their buildings. The historically-accurate restoration projects include the removal of non-historic facades and the restoration of historically-accurate and original window features.
<HR>
PARKS/CEMETERY/EQUIPMENT SERVICES/James Bryce, Director of Operations
* Parks Maintenance Division (Staff of 10)
> Daily cleanup route on Main Street and in city parks
> Working on Park inspections
> Performing various repairs and graffiti removal in several city parks and buildings
> Mowing and weed eating in some areas including the Lake and dams
> Helping Traffic Control with the installation of Snowflakes
> Installing Christmas Decorations in Woodland Veterans Park and Life Park
* Cemetery Division (staff of 4)
> No burials last week
> Leveling markers and removing dead trees
* Central Garage (Staff of 6)
> 20 units in last week with 25 total repairs to vehicles and general servicing of equipment
> Ordering new truck for Utilities Department
> Exploring the possible use of CNG/Propane vehicles for city fleet
* Current Projects (no change on projects this week)
> Working on Community Center Tennis Court repurposing (basketball court)
> Municipal Swimming Pool interviews have been completed .
> New Fishing Wharf Construction project nearing completion
> AC repair at City Hall and new AC at Auditorium (Estimates have been received)
<HR>
AIRPORT/Rex Hennen, Assistant Airport Manager
* Airport Advisory Board
> Regular monthly meeting scheduled on November 21, 2012 was cancelled
* Oklahoma Aeronautics Commission 3 Year Airport/Pavement Inspection
> Inspection performed November 19, 2012 - Results will be forthcoming
* Runway Rehabilitation Project
> FAA has requested minor wiring modifications to MALSR lights
> Construction substantially complete and full runway is open
* Parallel Taxiway Project
> All construction complete and grant(s) close-out is underway
* Hangar 13 Roof Repairs (no change on project this week)
> Repairs have been made at the roof transition between the main hangar and office area.
> Repairs are complete to west side of roof
* Foreign Trade Zone Application (no change on project this week)
> Matthew Weaver reports that the application is under final agency review
* "Oklahoma Certified Site Program - Aerospace Park" (no change on project this week)
> Application is being completed by SEDF and airport staff
<HR>
CITY CLERK'S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
* City Clerk
> Preparation of 11/19/12 City Commission and Authorities minutes
> Routine duties including tort claims, insurance on vehicles and property
* Utility Billing/Customer Service
> Zone 1 Billing (11/19/12) and Zone 1 Cut-off (11/14/12)
> Routine customer service/billing transactions and issues
<HR>
INFORMATION SYSTEMS/Steve Nolen, Chief Information Officer
> +21 new incidents - 9 completed = Net 9 added | 237 outstanding
>In Depth backup processes / systems review and recommendation letter
>All IT staff attended OGITA Mobile Device Management Conference in OKC Weds
>Update Firehouse auto tasks and Fire dashboard system / test
>Open up various web URLs for temporary file access
>Assist Police for evidence room security alarm installation
>Continued software deployments on new Tough books system
>Install / configure Flow / Pressure tracking software for SMA on temporary laptop
>Resolve user error on RDP connections - still using old server
>Review / resolve video playback issues for Fire Station
>Assisted various City Departments with hardware and software issues
>Work with Access Control vendor for door issues
>Work with Access Control vendor for system upgrades / performance issues
>Deployed replacement presentation system in Commission Chambers
<HR>
HUMAN RESOURCES/Tammy Johnson, Director
> Processing evaluations/PAA's for status changes of employees
> Processing insurance status changes/retirements/resignations
> Updating/maintaining employee records for insurance
> Processing monthly reports for workman's com
> Review and attend WC case proceedings
> Processing new employee insurance/retirement/new hire paperwork
> Conducting interviews for open positions
> Observe crews in the field for safe work procedures
<HR>
FINANCE DEPARTMENT/Cynthia Sementelli, Finance
> Worked on year end
> Prepare statistical sections for CAFR
> Prepared budget amendments
> Worked on bank statements
> Worked on Management Discussion Letter for audit
> Prepare for Commission meeting- bond issue
<HR>
EXPOSITION CENTER/Mike Jackson, Operations Manager
> November 13, Lincoln Co. Farm Center Banquet, Conference Center
> November 15, Women of Distinction Conference, Conference Center
> Canadian Valley, Conference Center
> SC&CDA Board Meeting
> November 16-17, Good Sams Planning Meeting, Conference Center
> November 16-18, Red Dirt Agility Show, Fred Humphrey Pavilion
> November 17-18, Garland Arts & Crafts Show, Conference Center
> November 17-18, Go Getters RV Rally, Grandstands West
> November 17, Miears Auction, Otto Krausse Building
* SC&CDA Board Meeting
> Patterson & Associates Construction award bid for roof replacement, siding, and gutter on four
(4) comfort stations in the amount of $47,019.00
<HR>
FIRE DEPARTMENT/David Short, Chief
* Suppression
> Responded to 108 emergency calls: Breakdown of calls: Fires - 6, Rescue/EMS - 66, Service
Calls - 8, Good Intent Calls - 18, False Alarms - 7, and Hazardous Conditions - 3
* Prevention
New Construction Inspections
> Cottage Park, N. Kickapoo (50%)
> Primrose Community, 1905 N. Bryan
Requested/Administrative Inspections
> St. Gregory's Home Integration, 1900 W. MacArthur
Consultations/Meetings
> Al-Ko Kober, 201 S. Kennedy
Permits and On-Site Inspections
> Open Burns: 43106 E. MacArthur, 10 Mohican Circle, and 1001 S. Beard
* Training
> Continuation Training of Seven (7) probationary Fire Fighters
<HR>
EMERGENCY MANAGEMENT/Don Lynch, Director
* Communications Technician
> Removed emergency lights, radios, and other equipment from 2 police vehicles being taken out
of service
> Performed weekly maintenance and exercising of Emergency Management vehicles
> Performed weekly radio tests in Emergency Operations Center
* Emergency Management Technician
> Processed new street additions with County 9-1-1 Addressing Technician
> Continued to work with Blackboard Connect to get phone numbers and data from Municipal
Court into system for automated calling of warrant holders
* Emergency Management Director
> Participated in the EM group radio tests on Tuesday night
> Participated in a tabletop exercise concerning theoretical breach of the Norman (Lake
Thunderbird) Dam on Thursday
* Current Projects
> Radio System: One license remains to modify with Federal Communications Commission for
Narrowbanding; purchase order and scope of Work list issued to vendor for Narrowbanding.
> Telephone System Replacement: Proposals narrowed to 4 potential systems; scheduling
interviews with vendors
> Public Tornado Shelters: Continuing work on draft memorandum of agreement language;
Coordinated with Assistant Airport Manager on potential use of the vault in the old Reserve
Center Building. Unfortunately, the vault has only cinderblock walls which do not meet FEMA
safe room criteria. We are going to add retrofitting this structure to our project let in our hazard
mitigation plan.
> Hazard Mitigation Plan: FEMA has revised the criteria and format for approving plans; we are
working with our vendor and the State Emergency Management Office to develop a new format
for the plans. We still have 2 years remaining on our planning grant.
<HR>
POLICE DEPARTMENT/Russ Frantz, Chief
* Police
> Reports: 135
> Total Citations: 90 / Handwritten Citations: 62 / E-Citations: 28 (31.11%)
> Shawnee PD Gang Unit located/arrested a shooting suspect wanted in OKC shooting incident
> Retired Shawnee Police Officer funeral detail
* Dispatch
> Managed 1581 calls for service (Police/Fire/EMS)
* COPs Grant Program
> Follow up on drug tips and reported drug locations
> Assisted evening and day shift patrol,
> Worked with DAs office on Marijuana grow case and homicide case
> Met with citizen regarding drug activity
> Honor Guard for Retired Officer funeral
> Honor Guard practice for Law Enforcement Memorial Ceremony
* CID
> 17 Cases Forwarded to CID for Review
> 3 Felony Cases Assigned / 1 Misdemeanor Case Assigned
> 13 Other Cases Assigned / 8 Other Cases Cleared
> 7 Felony Cases Cleared / 0 Misdemeanor Cases Cleared
> 1 Felony Filed through DA's Office
> $17,800.00 Total Property Recovered
> 5 No Further needed (NFN) Cases Being Looked Into
> 5 Assists with Patrol and Other Agencies
> 2 Cell Phone Forensic Cases
* Accreditation: Lt. King-Accreditation Manager
> Working on proofs for compliance
> Continuing with In-Service policy training on all shifts
> Nuisance alarms letters distributed for the week: 1
* Evidence
> Number of evidence items brought in: 19
> Number of found property items taken in: 15
> Number of found property items returned to owner: 9
> Number of items submitted to the OSBI: 4
> Number of police reports taken: 1
* Staff
> Police Officers-59 / 2 open positions / 1 in academy / 1 on light duty / 55 available for service
> Dispatch positions-13 / 7 available for service / 4 in training / two open position
> Animal Control Positions-4 / 4 available for service
* Animal Control
>Calls Responded: 66 >Impounded animals: 21 >Animals reclaimed: 2 >Animals adopted: 2
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